Accounts Payable Specialist

Job Description

Job Description

Accounts Payable Specialist

Location: 10221 Prospect Ave, Santee, CA 92071
Company: Vista Fulfillment Group
Job Type: Full-time, on-site 5 days/week
Pay: $25/hour

About the Role

Vista Fulfillment Group is hiring an experienced  Accounts Payable Specialist to manage vendor invoices, expenses, payment schedules, and accounts payable workflows.

This role is responsible for making sure invoices are reviewed, coded correctly, approved, entered into QuickBooks, and scheduled for payment on time. The ideal candidate has strong experience with  QuickBooks, Melio, Excel, invoice review, payment tracking, and vendor communication .

We need someone detail-oriented, organized, reliable, and comfortable managing a high volume of invoices and expenses in a fast-paced business environment.

What You’ll Do

• Review vendor invoices, bills, expenses, and payment requests
• Enter and manage bills in QuickBooks
• Schedule vendor payments using Melio and other payment platforms
• Track upcoming payments and maintain accurate due date schedules
• Match invoices to purchase orders, receipts, statements, or approvals when needed
• Review expenses for accuracy, duplicates, missing details, or incorrect coding
• Reconcile vendor statements and resolve invoice discrepancies
• Communicate with vendors regarding invoices, payment status, and account questions
• Maintain organized AP records, files, and payment documentation
• Support month-end close by preparing AP reports and outstanding payables
• Use Excel to review, organize, and analyze invoice/payment data

Ideal Candidate

• Experienced accounts payable professional
• Strong QuickBooks experience with years of hands-on use
• Comfortable using Melio to schedule and manage payments
• Strong Excel skills, including pivot tables, VLOOKUPs, filters, sorting, and formulas
• Detail-oriented and accurate with invoice entry, coding, and payment schedules
• Organized and able to manage multiple vendors, due dates, and priorities
• Comfortable working in a fast-paced office environment
• Reliable, professional, and able to work on-site 5 days per week

Requirements

• Accounts payable experience required
• Multiple years of QuickBooks experience required
• Experience using Melio or similar bill payment platforms preferred
• Strong Excel skills required, including:
• Pivot tables
• VLOOKUPs
• Formulas
• Filters and sorting
• Data cleanup
• Experience reviewing invoices, expenses, vendor statements, and scheduled payments
• Strong attention to detail and accuracy
• Ability to communicate professionally with vendors and internal teams
• Must be able to work on-site Monday–Friday in Santee, CA

Nice to Have

• Experience in fulfillment, logistics, ecommerce, warehouse, retail, or distribution businesses
• Experience with purchase orders, inventory-related invoices, freight bills, or vendor statements
• Experience supporting month-end close
• Experience creating AP aging reports or payment forecast reports
• Familiarity with expense management tools or approval workflows

Example Responsibilities

• Review weekly invoices and confirm accuracy before payment
• Enter bills into QuickBooks with correct vendor, category, amount, and due date
• Schedule payments through Melio
• Build an Excel report showing upcoming payments by due date
• Use pivot tables to summarize expenses by vendor or category
• Use VLOOKUPs to match invoices to vendor lists, PO data, or payment records
• Identify duplicate invoices or unusual charges
• Communicate with vendors about missing invoices, payment status, or account issues

Benefits

Why Join Us

This is a key accounting support role for a fast-moving company. You will help keep our vendor payments organized, accurate, and on schedule while supporting the accounting and operations teams with clean reporting and reliable AP processes.

Pay: $25.00 per hour

Benefits:

• 401(k)
• Health insurance