Accounts Payable Specialist

Accounts Payable Specialist

Summary

This is a full-time role combining general administrative support with responsibility for the companys accounts payable function. The position supports daily office operations vendor and customer coordination compliance and financial processing. The right candidate is detail-oriented highly organized and comfortable handling a broad mix of administrative accounting and coordination tasks in a fast-paced environment.

Key Responsibilities

Office & Administrative Support

Monitor the main office inbox () and manage communications with customers vendors and agencies.

Greet visitors and respond to phone email and in-person inquiries.

Maintain digital and physical filing systems; scan and organize documents.

Order and manage office supplies; coordinate with vendors for reorders.

Schedule meetings manage calendars and prepare materials.

Handle incoming and outgoing mail and deliveries.

Assist leadership with time-sensitive projects reporting and communications.

Coordinate onsite meetings employee recognition activities and workspace organization.

Support new employee onboarding including desk set-ups supplies and orientation coordination.

Set up and maintain company registrations with USDA FDA DMV insurance agencies and other portals.

Translate written materials and assist with bilingual communication (Spanish/English).

Track administrative deadlines and prepare reports.

Vendor Customer & Compliance Coordination

Serve as point of contact for vendor and customer onboarding packet processing COI collection and food safety documentation. Maintain records in Famous QuickBooks Online and internal systems.

Prepare and submit credit applications and insurance certificate requests.

Support PACA & Blue Book processes including licenses filings and training coordination.

Follow up with vendors on records documentation and updates.

Accounts Payable (Full-Service AP)

Manage the full AP cycle including vendor setup purchase order matching invoice entry approvals and payments.

Reconcile vendor statements and resolve discrepancies.

Process weekly check runs ACH payments and wire transfers.

Track payment terms and ensure invoices are processed accurately and on time.

Maintain AP aging reports and support month-end close.

Prepare 1099s and support year-end audit and tax reporting requirements.

Work with Finance to ensure expense coding and allocation are accurate.

Build strong relationships with vendors by responding promptly to inquiries and maintaining clear records.

Operational & Departmental Support

Provide day-to-day administrative support to the Operations Manager Finance and Warehouse teams.

Enter data and track documents to support operations and finance.

Anticipate needs of owners and department heads; check in regularly to offer support.

Track tasks and follow up on requests that flow through office administration.

Help develop and refine internal administrative and AP processes.

Qualifications

High school diploma or GED required; associates degree or equivalent experience preferred.

35 years of administrative support experience plus 23 years of full-service accounts payable experience.

Proficient in Microsoft Office (Word Excel Outlook); QuickBooks Online (QBO) experience strongly preferred.

Familiarity with Famous ERP or produce industry systems a plus.

Excellent written and verbal communication skills; bilingual (English/Spanish) preferred.

Highly organized detail-oriented and capable of managing multiple priorities.

Strong problem-solving skills; able to resolve vendor and payment issues independently.

Discreet with confidential and financial information.

Schedule

Full-time Monday through Friday 6:00 AM 2:30 PM (some flexibility as business needs require).

Compensation
This role offers a salary range of $5500 $65000 annually. Where an individual falls in the range will depend on their years of experience and the level of responsibility they take on in the role.

Required Experience:

IC