Accounts Payable (AP) Specialist

Position Summary:

We are seeking a detail-oriented Accounts Payable professional to serve as the primary lead for processing Purchase Order (PO) invoices for beverage supplier vendors. This role is responsible for managing invoice intake through payment and reconciliation in a fully electronic, paperless environment. The ideal candidate will have a strong understanding of the full AP cycle, with the ability to ensure accuracy, compliance, and timely payments while supporting both internal stakeholders and external vendors. This role also serves as a backup for non-PO AP payment processes, including check runs, EFTs, and automated disbursement reconciliations.

Primary Duties & Responsibilities:

1. Manage the end-to-end Purchase Order (PO) invoice process and three-way match (PO, Bill of Lading, Invoice) using integrated systems and paperless processing.
2. Partner with the Pricing Analyst and Warehouse Team to investigate and resolve discrepancies between supplier invoices and purchase orders.
3. Utilize paperless workflows to manage invoice intake, approvals, and document storage, ensuring an efficient and organized AP process.
4. Ensure credits are received from suppliers for returned items including damaged/non-authorized inventory, pallets, and empty kegs/cooperage.
5. Provides best in class customer service for vendors and internal stakeholders regarding invoice processing, payment status, and issue resolution.
6. Reconcile vendor statements to the A/P subledger on a monthly basis and resolve any discrepancies.
7. Perform high volume supplier reconciliations on a weekly basis to maintain account accuracy.
8. Support full-cycle AP operations, including check runs, EFT payments, and automated bank transactions as needed
9. Ensure proper vendor onboarding and compliance with W-9 collection, TIN validation, and 1099 reporting requirements
10.  Identify process improvement opportunities to enhance efficiency, accuracy, and internal controls
11. Performs other duties and special projects as assigned.        

Minimum Qualifications:

1. Associate’s degree required (or equivalent experience). Bachelor’s degree preferred. 
2. Minimum 3-4 years of Accounts Payable experience in a high volume, automated or paperless environment.
3. Proficiency in Microsoft Excel, Word, Outlook, and Teams with the ability to quickly learn and navigate ERP and workflow systems.
4. Continuous improvement mindset, exhibiting the ability to locate gaps in processes and self-identify solutions for discussion.
5. Excellent customer service skills, organizational and multi-tasking skills.
6. Knowledge of vendor setup requirements, including IRS regulations (W-9, TIN matching, 1099 reporting).
7. Available to work overtime during month end closing, if necessary.
8. Performs light to medium work exerting up to 25 pounds of force occasionally or a negligible amount of force constantly to move objects.