Accts Payable Mgr

Job Description

Job Description

Southwest Traders, Inc. is a full-service distribution company delivering frozen, fresh, and ambient products to national accounts, specialty ice cream shops, yogurt shops, and juice/smoothie bars. SWT's corporate headquarters are in Temecula, CA and has distribution centers in Temecula, Fresno, and Stockton, California.

SWT has a fast-paced, high-demand culture and work environment. We are seeking an experienced, dependable, organized, and detail-oriented Accounts Payable Manager to oversee the company's accounts payable functions. This position is responsible for ensuring the accurate and timely processing of vendor invoices and payments, maintaining strong internal controls, resolving vendor and internal discrepancies, and managing the accounts payable team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Accounts Payable Manager is responsible for assisting the CFO and VP of Finance with:

• Day-to-day activities of the AP department and AP staff
• Accurate review, coding, approval, and timely processing of vendor invoices
• Accounts payable check runs and electronic vendor payments
• Review of accounts payable aging reports and monitor outstanding or past-due items
• Maintain accurate vendor records and ensure appropriate documentation is obtained and retained
• Review vendor statements and ensure discrepancies and outstanding items are researched and resolved
• Monitor invoice approval workflows and follow up with departments regarding outstanding approvals
• Ensure proper application of company purchasing, approval, and payment policies
• Maintain appropriate segregation of duties and internal controls within the accounts payable function
• Review accounts payable transactions for appropriate general ledger coding and accounting treatment
• Support month-end and year-end financial closing processes, including accounts payable reconciliations and accruals
• Coordinate accounts payable information requests with outside auditors
• Assist with cash flow planning by providing visibility into upcoming vendor payment requirements
• Identify and implement opportunities to improve accounts payable processes, controls, accuracy, and efficiency
• Provide timely reporting and analysis relating to accounts payable activities as requested by management

COMPETENCIES

The following is a list of duties and competencies that are essential to the SWT Accounts Payable Manager position, and the employee must be capable of performing them at all times:

• Supervise, train, develop, and provide direction to AP staff
• Maintain a high level of accuracy and attention to detail in a high-volume environment
• Effectively prioritize workload and meet established payment and closing deadlines
• Research and resolve invoice, receiving, pricing, and payment discrepancies
• Build and maintain professional relationships with vendors and internal departments
• Review supporting documentation to ensure invoices and payments are properly authorized
• Reconcile vendor statements and accounts payable-related general ledger accounts
• Maintain complete and systematic accounts payable records and supporting documentation
• Assist with preparation and processing of annual vendor tax reporting, including Forms 1099
• Protect confidential company, vendor, banking, and financial information
• Identify process issues and recommend practical solutions
• Perform miscellaneous Finance department tasks as needed

BEHAVIORS

• Strong attention to detail and follow-up
• Critical thinking
• Problem solving
• Leadership and accountability
• Effective communication
• Collaborating and resolving conflict
• Strong organizational and time-management skills
• Ability to work effectively under deadlines
• Professional and courteous interaction with vendors, employees, and management
• Commitment to accuracy, integrity, and confidentiality

WORK EXPERIENCE REQUIREMENTS

• Prior accounts payable experience, including experience managing or supervising AP functions
• Proven ability to manage multiple responsibilities and competing priorities
• Strong knowledge of accounts payable processes and general accounting principles
• Experience with invoice processing, vendor management, payment processing, and account reconciliations
• Experience supervising, coaching, and developing employees
• Strong attention to detail and follow-up skills
• Excellent planning and organizational skills
• Strong written and verbal communication skills
• Proficient with Microsoft Excel, Word, and Outlook
• Experience working with accounting or ERP systems

• Experience in a high-volume distribution, foodservice, or similar operating environment preferred

EDUCATION REQUIREMENTS

• Bachelor's degree in accounting, finance, business administration, or related field preferred. Equivalent combination of education and relevant work experience will be considered.
• High School Diploma or equivalent required

WORKING CONDITIONS

Standard office conditions apply. May require occasional light lifting, bending, reaching, and walking. Long hours may be spent at an office workstation in front of a computer monitor. Position requires regular communication by phone, email, and in person with SWT's vendors, employees, management, and other business partners. 

Monday - Friday
8:30am - 5:00pm