Accounts Payable Specialist

Job Description

Job Description

Position Title: Accounts Payable Specialist

Department: Accounting

Reports to: Controller

Employment Type: Full-Time; Exempt

Position Summary: We are seeking a highly organized, detail-oriented, and high-volume Accounts Payable Specialist to join our corporate finance team. Reporting directly to the Controller, this position is responsible for the full-cycle execution, auditing, and maintenance of the accounts payable lifecycle across multiple distinct corporate entities.

The ideal candidate will have extensive experience navigating multi-entity business structures, managing large vendor networks, maintaining compliance, and executing high-volume payment processing batches. A strong comfort level with modern ERP workflows and a focus on process efficiency are essential for success in this role.

Duties & Responsibilities:

• Manage the end-to-end accounts payable lifecycle for multiple corporate entities, ensuring precise data entry, general ledger coding, and cost allocation across separate business units.
• Set up vendor files with complete contact and address information, banking ACH information, and tax documents, as required.
• Acts as the primary point of contact for all vendor inquiries. Take full ownership of the on-boarding process, including collecting and verifying W-9 forms, maintaining precise master vendor files, and managing year-end 1099 reporting compliance.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
• Execute high-volume 3-way matching of purchase orders, receiving documents, and invoices. Route discrepancies to corresponding department heads and resolve pricing or quantity variances directly with vendors.
• Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Maintains accounting ledgers by verifying and posting account transactions.

• Reports sales taxes by calculating requirements on paid invoices.

• Reimburses employees by receiving and verifying expense reports and requests for advances and preparing checks.
• Reviews credit cards for proper documentation. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
• Opening, sorting invoices that are mailed or retrieving invoices from the AP invoice account.
• Matches check payments to paper documents, if applicable.

• Maintains historical records by scanning and filing documents.

• Perform other duties and responsibilities or special projects as assigned or requested.

Position Requirements:

• Strong adherence to ethical standards.
• Demonstrated critical thinking skills, including the ability to effectively lead people, solve problems and make logical, thought-out decisions.

• Must be able to manage the pressures of simultaneously coordinating a wide range of projects and assignments.

• Protects organization's value by keeping information confidential.

• Updates job knowledge by participating in educational opportunities.

• Excellent verbal and written communication skills. Detail orientated and thorough in completing tasks.

• Collaborator with excellent interpersonal communication skills. Able to maintain composure in intense situations.
• At all times provide a favorable image of Fair Oaks Farms to promote its philosophy, products, and services.
• Complete the job responsibilities and performance objectives in a timely and effective manner and in accordance with company policies and procedures.
• Proficiency in Microsoft Office software, including Excel.

Education / Qualifications / Experience:

• Highschool diploma or GED required. Associates degree or higher in accounting related field a plus.
• 3-5 years of dedicated, full-cycle accounts payable experience. Explicit experience managing payables for multi-entity corporate structures is highly preferred.
• Proficiency working within a mid-to-large tier ERP environment a plus as well as experience working with SAP Business By Design a plus.
• Previous experience with automated invoice capture platforms, optical character recognition (OCR) software, or paperless digital approval workflows is a plus.
• Exceptional organizational skills, extreme attention to detail under tight weekly deadlines, and the ability to maintain strict confidentiality with respect to corporate documents is required.