AP/AR Specialist

Position Summary

The AP/AR Specialist is a highly automated role responsible for the accurate, high-volume data entry and day-to-day processing that supports both the Accounts Payable (AP) and Accounts Receivable (AR) functions of the general accounting department. This position enters and maintains vendor and customer transactions in the ERP system, reconciles routine discrepancies, and keeps accounting records current and audit-ready. The role relies heavily on the Company's ERP, AP/AR automation, and Company-approved AI-assisted tools to process high transaction volumes accurately and efficiently, and acts as a first point of contact between the Company, vendors, and customers on routine billing and payment matters.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Perform high-volume, accurate data entry of vendor invoices, customer invoices, and daily financial transactions into the ERP system.
• Perform three-way matching of vendor invoices against purchase orders and receiving documentation, as applicable, prior to processing.
• Verify incoming customer payments against invoices and accounts.
• Monitor customer accounts for delayed or missed payments and follow up per standard collection procedures.
• Reconcile vendor statements and customer account balances and resolve routine discrepancies.
• Respond promptly and professionally to vendor and customer inquiries regarding invoices, payments, and account status.
• Ensure all payments are approved and processed according to internal authorization and budget controls.
• Support the employee credit card program by reviewing, verifying, and processing employee card transactions while maintaining policy compliance.
• Maintain vendor master records and customer account records, including W-9 and 1099 compliance documentation.
• Operate and help optimize ERP and AP/AR automation platforms, including Ramp, NetSuite, Shopify, Amazon, and other applicable systems, as well as Company-approved AI-assisted tools to reduce manual entry and increase processing efficiency while maintaining appropriate review, accuracy, confidentiality, and internal controls.
• Process and apply AP and AR credit memos to the appropriate vendor or customer accounts and invoices.
• Identify opportunities to standardize, document, and automate recurring AP/AR data entry tasks.
• Maintain accurate, current, and well-organized accounting records and files.
• Assist with month-end and quarter-end closing tasks, financial statement preparation, and 1099 and year-end reporting.
• Collaborate with other departments to resolve invoice and billing discrepancies and ensure proper documentation.
• Report to management or a supervisor any unsafe conditions or acts affecting health and physical safety.
• Perform other job-related duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent required; Associate degree in Accounting, Finance, Business, or a related field preferred.
• Prior Accounts Payable and/or Accounts Receivable experience preferred.
• Ability to process a high volume of financial and numerical data accurately and efficiently.
• High attention to detail with the ability to review work for accuracy, take direction, and follow up on open items.
• Comfortable working in a high-volume, automation-driven environment involving recurring transaction-processing responsibilities.
• Strong organizational and time-management skills with the ability to work independently, prioritize responsibilities, and manage multiple tasks.
• Basic analytical and problem-solving skills with the ability to identify and appropriately flag discrepancies.
• Prior experience with NetSuite or a similar ERP system preferred but not required.
• Ability and willingness to learn and use AP/AR automation and Company-approved AI-assisted tools. Training will be provided as appropriate.
• Basic knowledge of Microsoft Excel and Google Sheets.
• Ability to appropriately handle confidential, proprietary, financial, vendor, customer, and employee information.
• Ability to follow applicable Safe Quality Food (SQF) standards and Company food safety and quality requirements.

Physical Demands and Work Environment

The physical demands described here are representative of those generally required to perform the essential functions of this position. Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position, in accordance with applicable law.

While performing the duties of this position, the employee is regularly required to communicate with others and frequently use a computer, keyboard, mouse, telephone, and other standard office equipment. The employee may be required to sit for extended periods and may occasionally be required to stand, walk, reach with hands and arms, and lift or move items weighing up to 15 pounds.

Note

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be a comprehensive listing of every duty, responsibility, qualification, or working condition associated with the position. Employees may be required to perform other job-related duties as assigned by an authorized supervisor or manager.

The duties, responsibilities, and requirements of this position may be modified, added, or reassigned based on business needs and may be reasonably modified or accommodated in accordance with applicable law.

The requirements listed in this job description represent the minimum knowledge, skills, and abilities generally necessary to perform the position successfully. Nothing in this job description creates or is intended to create an employment contract or guarantee of employment for any specific duration. Employment with Mayorga Organics is at will, meaning either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

Mayorga Organics is an Equal Opportunity Employer and is committed to providing equal employment opportunities in accordance with applicable federal, state, and local laws. Mayorga Organics provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law and maintains a drug-free workplace in accordance with applicable law.