Accounts Payable Specialist

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.
• Takes 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.
• Routes discrepancies to corresponding department heads and resolves 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.
• Maintains historical records by scanning and filing documents.
• Performs 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.