Accounts Payable Specialist

Description:
POSITION SUMMARY:

The Accounts Payable Specialist provides accurate, timely AP and administrative support for Emerald City Pizza and Just Poke across a high-volume, multi-location restaurant environment. This role manages invoice processing, vendor support, QuickBooks activity, lease and CAM tracking, utilities, permits, licenses, tax notices, recurring compliance deadlines, and organized recordkeeping.

Reports To: Controller or designated finance leader

KEY RESPONSIBILITIES:

Core Responsibilities
- Review, code, route, and track invoices, statements, payment records, approvals, and supporting documentation for accuracy, completeness, and policy compliance.
- Coordinate with Emerald City Pizza's third-party accounting provider to resolve invoice questions, duplicate invoices, missing approvals, coding issues, and payment status inquiries.
- Process Just Poke AP in QuickBooks, including invoice entry, coding, payment preparation, vendor communication, and record retention.
- Maintain vendor files, W-9s, payment terms, required documentation, and supporting records; resolve vendor inquiries, credits, discrepancies, and past-due notices.
- Support month-end close, AP research, and accruals.
- Process invoices, route incoming mail, and order office supplies as needed.
- Any additional tasks that are needed, such as AR management and analysis.

Lease Administration
- Maintain lease files, CAM charges, renewal options, escalation dates, landlord contacts, notice requirements, signed documents, and related LeaseCake records.
- Track rent, percentage rent, CAM, landlord-billed utilities, reconciliations, renewals, insurance requirements, reporting obligations, and other lease-related charges.
- Coordinate with landlords, property managers, operations leaders, and accounting partners to resolve billing variances, missing statements, disputes, payments, documentation, and audit or filing support.

Compliance, CAM, and Tax Support
- Review monthly and year-end CAM files, identify adjustments, option renewals, address changes, credits, or shortfalls, and maintain documentation.
- Track and support business licenses, food service permits, health permits, registrations, personal property assessments, and Washington master license renewals.
- Prepare, submit, and monitor recurring permits, licenses, fees, expirations, agency notices, property tax, personal property tax, and real estate tax obligations.

SUCCESS MEASURES

- AP, vendor inquiries, QuickBooks activity, and accounting partner coordination are accurate, timely, documented, and escalated when needed.
- Lease, CAM, permit, license, tax, utility, WEX, mileage, and credit card responsibilities are tracked and completed on schedule.
- Records are organized, complete, and available for management review, audits, tax filings, and operational needs.

WORK ENVIRONMENT
This role supports a corporate office environment and requires strong organization, discretion, deadline management, and professional communication with internal and external stakeholders.

Requirements:
QUALIFICATIONS AND ATTRIBUTES

- Bachelor's Degree in Accounting or Finance strongly preferred
- Two or more years of accounts payable, accounting, bookkeeping, or related finance experience preferred.
- QuickBooks experience preferred
- Restaurant, franchise, multi-unit, or high-volume vendor experience preferred.
- Strong attention to detail, organization, confidentiality, follow-through, and ability to manage recurring deadlines across many locations.
- Proficiency with Microsoft Excel, Outlook, SharePoint or similar document tools, and AP or accounting workflow systems.
- Professional communication skills with vendors, landlords, agencies, accountants, operations teams, and management.

Additional Info:
COMPENSATION AND BENEFITS

The identified pay range for this position is $23.50 - $29.50 hourly. Additional compensation in the form of performance bonuses, based on the performance of the Company, is possible but not guaranteed.

Available, electable benefits for this position include:
- 401(k) program with Company match
- Medical, Dental, and Vision coverage
- FSA
- Disability insurance
- Life insurance
- AD&D insurance
- Additional supplemental insurance coverage

Time off benefits include:
- Paid vacation time based on years of service (0-4 years = 80 hours, 5-9 years = 120 hours, 10+ years = 160 hours)
- Paid sick leave (40 hours annually)
- 3 days paid bereavement leave
- Up to 1 week paid for time off due to Jury Duty

Additional benefits include an Employee Assistance program, meal discounts, and tuition discounts and reimbursement for college programs through Colorado Technical University.