Accounts Payable Specialist

Accounts Payable Specialist

Full Time Clerical Fair Oaks, IN, US

Position Title:

Accounts Payable Specialist

Department:
Accounting

Reports to:

Controller

Employment Type:

Full-Time;
Exempt

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.

• 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.
• Act as the primary point of contact for all vendor inquiries. Take full ownership of the onboarding process, including collecting and verifying W-9 forms, maintaining precise master vendor files, and managing year-end 1099 reporting compliance.
• Charge 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. Route discrepancies to corresponding department heads and resolve pricing or quantity variances directly with vendors.
• Pay vendors by monitoring discount opportunities; verifying federal ; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensure credit is received for outstanding memos; issue stop-payments or purchase order amendments.
• Maintain accounting ledgers by verifying and posting account transactions.
• Report sales taxes by calculating requirements on paid invoices.
• Reimburse employees by receiving and verifying expense reports and requests for advances and preparing checks.
• Review credit cards for proper documentation. Charge expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
• Open, sort invoices that are mailed or retrieve invoices from the AP invoice account.
• Match check payments to paper documents, if applicable.
• Maintain historical records by scanning and filing documents.
• Perform other duties and responsibilities or special projects as assigned or requested.

• 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.
• Protect the organization's value by keeping information confidential.
• Update job knowledge by participating in educational opportunities.
• Excellent verbal and written communication skills. Detail oriented and thorough in completing tasks.
• Collaborate 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.

• High school diploma or GED required. Associate’s 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.