Accounts Payable Specialist

Job Description

Job Description

** The Accounts Payable Specialist is responsible for processing high-volume vendor invoices, managing the full accounts payable cycle, reconciling vendor accounts, and supporting payment processing and month-end/year-end close while ensuring accuracy and compliance with company policies. This role requires strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced manufacturing environment.**

** Essential Position Functions and Duties: **

• Review, code, verify, and process a large volume of vendor invoices while maintaining a high degree of accuracy and ensuring timely payment in accordance with company policies and vendor payment terms.
• Perform three-way matching of purchase orders, receiving documents, and vendor invoices to ensure accuracy, proper authorization, and compliance with company purchasing policies prior to payment.
• Ensure invoices have appropriate approvals and supporting documentation before processing.
• Prepare and process weekly payment runs, including checks, ACH payments, wire transfers, and manual payments.
• Generate and distribute payment remittance advice to vendors following payment processing and respond to payment status inquiries in a timely and professional manner.
• Process payments on a weekly basis and have checks ready for signature.
• Process employee expense reimbursements.
• Create and maintain vendor master records, including W-9s, banking information, insurance certificates, and other required vendor documentation, while maintaining organized electronic and physical accounts payable filing systems to support record retention, audit readiness, and efficient document retrieval.
• Reconcile vendor statements and investigate and resolve invoice discrepancies, payment issues, and vendor inquiries.
• Monitor accounts payable aging to ensure timely payments and maximize available vendor discounts.
• Assist with month-end and year-end close activities, including account reconciliations, accruals, and other assigned accounting tasks.
• Assist with annual 1099 reporting and provide supporting documentation for internal and external audits.
• Prepare and maintain accurate electronic and physical accounts payable records in accordance with company record retention policies.
• Collaborate with Purchasing, Receiving, Operations, and other departments to resolve invoice and payment issues.
• Identify opportunities to improve accounts payable processes and increase operational efficiency.
• Cross-train and provide backup support for other accounting functions as needed.
• Perform other duties and special projects as assigned.

** Required Qualifications and Competencies: **

• High school diploma
• Knowledge: Microsoft Word, Excel, PowerPoint-Intermediate Proficiency
• English Language (Speaking/Listening/Writing)
• Knowledge: understanding of basic accounting principles, fair credit practices and collection regulations
• Previous experience with SAP, trained in SQF 2000, and/or similar system a plus
• Ability: calculate, post and process accounting figures and financial data
• Skills: Detail oriented, service orientated communication by phone and email, professional, organized, active listening and speaking, reading comprehension, business writing, problem solving, coordination, multitasking, negotiating, analyzing

** Preferred Qualifications and Competencies: **

• Experience in a manufacturing or food manufacturing environment.
• Experience with SAP or a comparable ERP system.
• Experience with Concur Expense and Invoice solutions is a plus.
• Experience with electronic invoice workflow and automated accounts payable systems.
• Knowledge of 1099 reporting requirements and sales and use tax regulations.
• Experience identifying and implementing process improvements or workflow efficiencies.

** Work Environment and Physical Demands: **

• This job operates in an office environment. This role routinely uses standard office equipment such as computers, telephones, printers, scanners, copiers, and other office equipment.
• While performing the duties of this job, the employee is regularly required to talk, walk, hear or stand. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Company Description

Over 60 years of fine food, products and service.
As a division of Kewpie Corporation, Japan's leading manufacturer of mayonnaise, salad dressings, sauces, marinades and related products, California-based Q&B Foods, Inc. is uniquely qualified to produce the highest quality and tastiest products in the US marketplace.

Our highly qualified management teams and representatives are dedicated to maintaining our exceptional reputation, which has made Q&B Foods one of the premiere suppliers to leading businesses around the world.

Company Description

Over 60 years of fine food, products and service.\r\nAs a division of Kewpie Corporation, Japan's leading manufacturer of mayonnaise, salad dressings, sauces, marinades and related products, California-based Q&B Foods, Inc. is uniquely qualified to produce the highest quality and tastiest products in the US marketplace.\r\n\r\nOur highly qualified management teams and representatives are dedicated to maintaining our exceptional reputation, which has made Q&B Foods one of the premiere suppliers to leading businesses around the world.