Accounts Payable Specialist

Accounts Payable (AP) Specialist

The Accounts Payable (AP) Specialist is responsible for the timely and accurate processing of invoices, maintaining vendor records, ensuring compliance with financial controls, and supporting the AP Manager in optimizing the company's payment processes. The role requires strong attention to detail, organizational skills, and the ability to collaborate with cross-functional teams, including Procurement, Accounting, and Warehouse Operations.

This role plays a critical part in ensuring timely payments to vendors, resolving discrepancies, and contributing to financial reporting accuracy.

Key Responsibilities:

Invoice Processing & Payment Management

• Receive, review, and process invoices (trade and non-trade) in Business Central (BC) and Concur, ensuring accurate coding and approval routing.
• Verify invoice details, including purchase orders (POs), receipt of goods, and contract terms before processing payments.
• Match invoices to purchase orders and receipts, identifying and resolving discrepancies in collaboration with Procurement.
• Ensure vendor payments are made in accordance with agreed-upon terms, preventing late fees and maintaining strong supplier relationships.
• Prepare and post accounts payable journal entries as part of the monthly closing process.
• Assist in balancing and reconciling the AP ledger to ensure financial accuracy.

Vendor Management & Issue Resolution

• Maintain and update vendor records, ensuring accuracy in payment details, tax information, and payment terms.
• Respond to vendor inquiries and resolve payment issues within a 48-hour turnaround goal.
• Assist in identifying and preventing duplicate payments or fraudulent vendor activity.
• Work closely with Procurement to track vendor compliance, ensuring accurate order fulfillment and timely chargebacks for incorrect or damaged shipments

Financial Reporting & Cash Flow Support

• Assist in the preparation and review of the AP aging report, ensuring outstanding invoices are addressed and payments are scheduled appropriately.
• Support month-end closing activities, including AP accruals and financial reporting.
• Maintain accurate historical records of all AP transactions for audits and compliance reporting.

Process Improvement & Compliance

• Follow AP policies and procedures, ensuring compliance with internal controls and financial regulations.
• Support initiatives to streamline AP workflows and improve invoice processing turnaround time.
• Stay up to date on industry best practices and trends in accounts payable.
• Assist in maintaining compliance with local, state, and federal regulations, including tax-related AP functions.

Collaboration & Cross-Functional Support

• Work with the Accounting team to ensure smooth month-end close and financial reporting accuracy.
• Support Procurement and Warehouse teams in resolving purchase order and receiving discrepancies.
• Assist with financial audits, providing necessary AP documentation as required.

Qualifications:

• Associate's or Bachelor's degree in Accounting, Finance, or Business Administration (or equivalent work experience).
• 2+ years of experience in Accounts Payable or a similar accounting function.
• Proficiency with ERP systems (Business Central preferred) and Concur.
• Strong attention to detail and ability to identify and correct discrepancies in financial records.
• Knowledge of GAAP principles and AP best practices.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills with the ability to handle vendor inquiries and payment issues effectively.
• Experience in manufacturing or CPG (Consumer Packaged Goods) industry is a plus.

Calbee North America is an equal opportunity employer dedicated to a policy of non-discrimination in employment on the basis of race, color, age, sex, religion, national origin, disability, veteran status, citizenship, ancestry, genetic information, sexual orientation, gender identity, marital or familial status or any other legally protected status.