Accounts Payable Specialist

Description

OVERVIEW:   

The Accounts Payable Specialist is responsible for supporting the full-cycle accounts payable process for Maglio Companies, ensuring vendor invoices and payments are processed accurately, timely, and in accordance with company procedures. This position processes invoices, maintains vendor records, supports payment and expense-reporting processes, assists with financial documentation, and serves as a backup for Accounts Receivable functions.

This position also serves as a primary point of contact for the front office and provides bilingual English/Spanish support to employees, visitors, vendors, drivers, and callers. The Accounts Payable Specialist is expected to provide professional, responsive service while balancing accounting responsibilities with front-office and administrative needs.

ESSENTIAL JOB RESPONSIBILITIES/FUNCTIONS:

ACCOUNTS PAYABLE FUNCTIONS

• Process, code, and enter high-volume invoices across multiple companies, ensuring accuracy, proper approval, and supporting documentation, including purchase orders, receiving documents, and bills of lading.
• Maintain supporting invoice documentation and follow up on missing approvals, documentation, freight issues, and invoice discrepancies.
• Prepare weekly check runs, ACH payments, wire transfers, and vendor remittances.
• Reconcile vendor statements, respond to vendor inquiries, and resolve invoice and payment discrepancies.
• Set up and maintain vendor accounts, including W-9s, payment information, and required documentation.
• Maintain accurate, organized, and audit-ready A/P records and assist with reporting, audits, and Finance projects as needed.
• Manage company credit card and expense-reporting processes, ensuring proper coding, receipts, documentation, and approvals.
• Follow up with employees and managers regarding missing documentation, incomplete expense reports, and credit card or expense-reporting questions.
• Ensure compliance with company policies, procedures, and internal controls.

ACCOUNTS RECEIVABLE FUNTIONS (Back-up)

• Serve as backup for Accounts Receivable during staff absences or peak periods.
• Process daily customer billing through applicable customer portals.
• Apply customer payments and record bank and check deposits.
• Monitor accounts receivable and follow up with customers on past-due balances.
• Maintain accurate A/R records, including aging, credits, rebates, and deductions.
• Prepare weekly A/R aging reports and periodic customer statements.
• Set up and maintain customer accounts, including EFT information.
• Assist with A/R reporting and other related duties as needed.

ADMINISTRATIVE FUNCTIONS

• Answer and route incoming calls and general inquiries.
• Greet and assist employees, applicants, visitors, vendors, and delivery drivers.
• Provide bilingual English/Spanish assistance to employees and visitors and direct questions to the appropriate department or resources as needed.
• Sort and distribute incoming mail and coordinate outgoing mail, shipments, checks, and deliveries.
• Maintain a professional and welcoming front lobby.
• Order and maintain office, IT, and breakroom supplies.
• Assist with conference room and general office needs.
• Provide administrative support to the Finance team and other departments as needed.
• Maintain confidentiality of financial, employee, and company information.
• Perform other duties and special projects as assigned. 

Requirements

COMPETENCIES:

• Strong attention to detail and accuracy
• Strong organization, time management, and follow-through
• Ability to prioritize multiple responsibilities and manage frequent interruptions
• Strong analytical and problem-solving skills
• Basic knowledge of accounting principles and A/P processes
• Professional and customer-focused communication skills
• Ability to communicate effectively with employees, vendors, customers, and visitors
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work independently while contributing to a team environment
• Adaptable and comfortable working in a fast-paced environment

Requirements 

• High school diploma or equivalent.
• 3+ years of Accounts Payable, accounting, bookkeeping, or related finance experience.
• Bilingual in English and Spanish with the ability to effectively communicate with employees, visitors, vendors, and callers.
• Proficiency in Microsoft Excel, Outlook, and Word
• Experience working with accounting, ERP, or financial management systems.
• Strong data-entry skills with a high degree of accuracy.
• Demonstrated professional customer-service and communication skills.

WORK ENVIRONMENT:

This position operates primarily in a professional office environment within a food production and distribution facility. The role routinely uses standard office equipment, including computers, telephones, printers, scanners, photocopiers, and filing systems.

Because the position supports the front lobby, the employee will have frequent interaction with employees, applicants, visitors, vendors, drivers, and delivery personnel throughout the workday.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

PHYSICAL DEMANDS:

This is primarily a sedentary office position requiring regular computer and telephone use. The employee must be able to sit for extended periods while also periodically standing and moving throughout the office and facility to assist visitors, employees, distribute mail, retrieve documentation, and perform other administrative responsibilities. The position may require bending, reaching, opening filing cabinets, handling packages and office supplies, and occasionally lifting or carrying up to 25 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.