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:
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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.
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Set up vendor files with complete contact and address information, banking ACH information, and tax documents, as required.
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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.
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Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
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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.
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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.
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Maintains accounting ledgers by verifying and posting account transactions.
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Reports sales taxes by calculating requirements on paid invoices.
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Reimburses employees by receiving and verifying expense reports and requests for advances and preparing checks.
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Reviews credit cards for proper documentation. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
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Opening, sorting invoices that are mailed or retrieving invoices from the AP invoice account.
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Matches check payments to paper documents, if applicable.
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Maintains historical records by scanning and filing documents.
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Perform other duties and responsibilities or special projects as assigned or requested.
Position Requirements:
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Strong adherence to ethical standards.
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Demonstrated critical thinking skills, including the ability to effectively lead people, solve problems and make logical, thought-out decisions.
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Must be able to manage the pressures of simultaneously coordinating a wide range of projects and assignments.
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Protects organization's value by keeping information confidential.
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Updates job knowledge by participating in educational opportunities.
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Excellent verbal and written communication skills. Detail orientated and thorough in completing tasks.
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Collaborator with excellent interpersonal communication skills. Able to maintain composure in intense situations.
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At all times provide a favorable image of Fair Oaks Farms to promote its philosophy, products, and services.
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Complete the job responsibilities and performance objectives in a timely and effective manner and in accordance with company policies and procedures.
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Proficiency in Microsoft Office software, including Excel.
Education / Qualifications / Experience:
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Highschool diploma or GED required. Associates degree or higher in accounting related field a plus.
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3-5 years of dedicated, full-cycle accounts payable experience. Explicit experience managing payables for multi-entity corporate structures is highly preferred.
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Proficiency working within a mid-to-large tier ERP environment a plus as well as experience working with SAP Business By Design a plus.
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Previous experience with automated invoice capture platforms, optical character recognition (OCR) software, or paperless digital approval workflows is a plus.
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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.
