Accounts Payable Specialist

Accounts Payable Specialist

POSITION SUMMARY: The Accounts Payable Specialist provides accurate, timely AP and administrative support for Emerald City Pizza and Just Poke across a high-volume, multi-location restaurant environment. This role manages invoice processing, vendor support, Quick Books activity, lease and CAM tracking, utilities, permits, licenses, tax notices, recurring compliance deadlines, and organized recordkeeping. Reports To: Controller or designated finance leader

KEY RESPONSIBILITIES: Core Responsibilities - Review, code, route, and track invoices, statements, payment records, approvals, and supporting documentation for accuracy, completeness, and policy compliance. - Coordinate with Emerald City Pizza's third-party accounting provider to resolve invoice questions, duplicate invoices, missing approvals, coding issues, and payment status inquiries. - Process Just Poke AP in Quick Books, including invoice entry, coding, payment preparation, vendor communication, and record retention. - Maintain vendor files, W-9s, payment terms, required documentation, and supporting records; resolve vendor inquiries, credits, discrepancies, and past-due notices. - Support month-end close, AP research, and accruals. - Process invoices, route incoming mail, and order office supplies as needed. - Any additional tasks that are needed, such as AR management and analysis. Lease Administration - Maintain lease files, CAM charges, renewal options, escalation dates, landlord contacts, notice requirements, signed documents, and related Lease Cake records. - Track rent, percentage rent, CAM, landlord-billed utilities, reconciliations, renewals, insurance requirements, reporting obligations, and other lease-related charges. - Coordinate with landlords, property managers, operations leaders, and accounting partners to resolve billing variances, missing statements, disputes, payments, documentation, and audit or filing support. Compliance, CAM, and Tax Support - Review monthly and year-end CAM files, identify adjustments, option renewals, address changes, credits, or shortfalls, and maintain documentation. - Track and support business licenses, food service permits, health permits, registrations, personal property assessments, and Washington master license renewals. - Prepare, submit, and monitor recurring permits, licenses, fees, expirations, agency notices, property tax, personal property tax, and real estate tax obligations. SUCCESS MEASURES - AP, vendor inquiries, Quick Books activity, and accounting partner coordination are accurate, timely, documented, and escalated when needed. - Lease, CAM, permit, license, tax, utility, WEX, mileage, and credit card responsibilities are tracked and completed on schedule. - Records are organized, complete, and available for management review, audits, tax filings, and operational needs. WORK ENVIRONMENT This role supports a corporate office environment and requires strong organization, discretion, deadline management, and professional communication with internal and external stakeholders. Requirements QUALIFICATIONS AND ATTRIBUTES - Bachelor's Degree in Accounting or Finance strongly preferred - Two or more years of accounts payable, accounting, bookkeeping, or related finance experience preferred. - Quick Books experience preferred - Restaurant, franchise, multi-unit, or high-volume vendor experience preferred. - Strong attention to detail, organization, confidentiality, follow-through, and ability to manage recurring deadlines across many locations. - Proficiency with Microsoft Excel, Outlook, Share Point or similar document tools, and AP or accounting workflow systems. - Professional communication skills with vendors, landlords, agencies, accountants, operations teams, and management. Additional Information COMPENSATION AND BENEFITS The identified pay range for this position is $23.50 - $29.50 hourly. Additional compensation in the form of performance bonuses, based on the performance of the Company, is possible but not guaranteed. Available, electable benefits for this position include: - 401(k) program with Company match - Medical, Dental, and Vision coverage - FSA - Disability insurance - Life insurance - AD&D insurance - Additional supplemental insurance coverage Time off benefits include: - Paid vacation time based on years of service (0-4 years = 80 hours, 5-9 years = 120 hours, 10+ years = 160 hours) - Paid sick leave (40 hours annually) - 3 days paid bereavement leave - Up to 1 week paid for time off due to Jury Duty Additional benefits include an Employee Assistance program, meal discounts, and tuition discounts and reimbursement for college programs through Colorado Technical University.