The Accounts Payable Specialist is responsible for managing the entire accounts payable process, ensuring timely and accurate payments of invoices. This role involves processing a high volume of transactions, reconciling vendor accounts, resolving discrepancies, and working closely with internal departments & external vendors to ensure smooth financial operations; as such, our ideal candidate will possess strong problem-solving skills, with keen attention to detail & thoroughness. 

The responsibilities and duties of this position described here are representative; this is not a comprehensive list, and other duties may be assigned.

Invoice Processing

• Review, verify, and enter vendor invoices into the accounting system, ensuring correct coding to general ledger accounts and cost centers.
• Match purchase orders and receiving reports to invoices to ensure accuracy.
• Obtain necessary approvals for payments and resolve any discrepancies between purchase orders, invoices, and receipts.

Vendor Management

• Maintain and update vendor records, including W-9 forms, payment terms, and banking information for ACH payments.
• Respond to vendor inquiries and reconcile vendor statements.
• Establish and maintain good relationships with vendors, ensuring prompt payment and issue resolution.

Payments and Reconciliation

• Prepare and process payments, including checks, ACH, and wire transfers, ensuring all payment deadlines are met.
• Reconcile accounts payable subledger to the general ledger on a monthly basis.
• Monitor and resolve discrepancies in accounts payable records.

Expense Reporting

• Review and process employee expense reports in compliance with company policies.
• Ensure appropriate approvals and documentation are included before reimbursement.

Reporting and Compliance  

• Assist in month-end closing, ensuring all invoices and payments are processed accurately and timely.
• Prepare accounts payable aging reports and assist in cash flow forecasting.
• Assist with annual audits, providing documentation and support as needed.
• Ensure compliance with company policies, accounting regulations, and tax requirements (e.g., 1099 filings).

About Us & What We Offer

At Foxtrot Market, our values guide everything we do, from creating a fair workplace to offering competitive pay and great benefits. Here’s a little more about our values and what we offer:

Our Values:

• Lead with Taste: We’re passionate about being the best.
• Be a Shopkeeper & Host: We hold ourselves to high standards and take pride in what we do.
• Create the Future: We’re all about growing our company, community, and supporting each other.
• Enjoy & Share Joy: We believe in making even the smallest moments joyful.

We’re an Equal Employment Opportunity employer and are committed to building an inclusive and diverse team where everyone has the opportunity to thrive.

When it comes to pay, we’re all about fairness and transparency. We’ve set competitive pay ranges for each role based on what the job requires, and how much experience you bring to the table. Plus, we’re always checking in to make sure everyone’s being treated fairly and equitably.

Along with competitive pay, here’s what else we offer:

• Unlimited PTO 
• Observed Holidays 
• Pre-tax commuter benefits (for transit and parking)
• Opportunities for career growth and advancement
• Healthcare benefits (Medical, Dental & Vision)
• Employee assistance program (free and available to you)
• Employer-covered Life & AD&D Insurance
• Additional offering of Short & Long Term Disability 
• Paid Parental Leave
• Daily perk: One free café drink every day (yes, even when you’re off!)
• Discounts: 40% off coffee, café items, and prepared food; 25% off retail products

*of course, certain program & eligibility rules apply