AP SPECIALIST

Description

About Richmond Wholesale Meat

Richmond Wholesale Meat, a Pro Food Solutions company, is a trusted leader in protein distribution with over 60 years of experience serving foodservice operators, government agencies, and global partners. Based in Richmond, California, we specialize in high-quality meat products, custom processing, and dependable service. As part of the Pro Food Solutions family, we are committed to operational excellence, customer focus, and building the future of food through innovation and integrity.

Position Summary

The Accounts Payable Specialist supports the day-to-day accounts payable function by processing vendor invoices, maintaining accurate records, and helping ensure timely payments. This role performs three-way matching, manages vendor communications, supports account reconciliations, and uses advanced Excel tools to analyze data, identify discrepancies, and improve efficiency. The ideal candidate is detail-oriented, organized, and able to manage a high volume of transactions in a fast-paced environment.

Key Responsibilities

Accounts Payable Processing

• Process vendor invoices accurately and on time.
• Perform three-way matching of purchase orders, receiving documents, and vendor invoices.
• Investigate and resolve invoice discrepancies, pricing differences, quantity variances, and receiving issues.
• Ensure invoices are properly coded and approved in accordance with company policies.
• Assist with weekly payment processing, including ACH, wire transfers, and checks.
• Monitor vendor statements, reconcile outstanding balances, and process employee expense reports in accordance with company policies.

Reconciliation and Analysis

• Reconcile vendor statements and resolve discrepancies.
• Review accounts payable aging reports and follow up on outstanding items.
• Assist with month-end accounts payable close activities and accruals.
• Research and resolve purchasing, inventory, receiving, and invoicing discrepancies.
• Use advanced Excel tools to perform reconciliations, analyze trends, identify exceptions, and support reporting requirements.
• Support inventory and purchase order reconciliation efforts.

Vendor Management and Process Support

• Serve as a primary point of contact for vendor payment inquiries and resolve disputes professionally.
• Assist with vendor onboarding, W-9 collection, and maintenance of vendor records.
• Follow established accounts payable procedures and internal controls.
• Assist with process improvement initiatives, workflow enhancements, and ERP system testing, upgrades, or implementations.
• Maintain organized documentation supporting accounts payable transactions.

Reporting and Cross-Functional Support

• Prepare accounts payable reports, support schedules, and ad hoc analyses using Excel.
• Support internal and external audit requests.
• Assist Accounting and Finance teams with special projects and ad hoc assignments.
• Collaborate with Purchasing, Operations, Inventory, Sales, and Finance teams to resolve issues affecting invoice processing and payment.

Minimum Qualifications

• Minimum of 2 - 4 years of accounts payable or accounting experience.
• Associate or bachelor’s degree in Accounting, Finance, Business Administration, or a related field
• Experience performing three-way matching in a purchasing and inventory environment.
• Advanced Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, SUMIFS, advanced formulas, conditional formatting, data validation, large dataset management, reconciliations, exception reporting, and ad hoc analysis.
• Strong understanding of accounts payable processes and internal controls.
• Experience working with ERP systems in a high-volume transaction environment.
• Strong analytical, problem-solving, organizational, written communication, and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Preferred
• Experience in food distribution, manufacturing, wholesale distribution, or another inventory-intensive environment.
• Experience with Business Central, NetSuite, SAP, Oracle, or a similar ERP system.
• Experience supporting month-end close activities, account reconciliations, and audit requests.

Core Competencies

• Attention to detail and accuracy.
• Customer service and vendor relationship management.
• Ownership and accountability.
• Analytical thinking and problem-solving.
• Ability to work independently and collaboratively.
• Continuous improvement mindset.
• High ethical standards and confidentiality.

Measures of Success

• Accurate and timely processing of vendor invoices and payments.
• Consistent resolution of invoice, receiving, pricing, quantity, and vendor statement discrepancies.
• Complete and organized documentation that supports reconciliations, audits, and internal controls.
• Reliable support for accounts payable aging review, month-end close, accruals, and reporting.
• Professional and responsive service to vendors and internal business partners.
• Effective use of Excel and ERP tools to identify exceptions, support analysis, and improve workflows.

Working Conditions and Disclaimer

Work is primarily performed in an office environment with regular interaction across warehouses, suppliers, co-manufacturers, customers and business partners. Travel and operational-site visits may be required. Reasonable accommodations may be made to enable qualified individuals to perform essential functions. This description summarizes primary duties and is not all-inclusive. Responsibilities may change with business needs. Final FLSA classification must be confirmed from actual duties, decision authority, compensation basis and applicable federal and state law.