AP Exflow and Vendor Specialist

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time.

Position Overview:

This role is responsible for invoice processing in Microsoft D365 and Exflow. The AP ExFlow Specialist will onboard new vendors and vendor maintenance. This position will help manage the Finance email through a Zendesk ticketing system. This includes directing emails to the proper personnel for approval or processing the invoices into D365 or ExFlow as appropriate, and tracking the completion of all tickets.

In addition, this position will onboard and maintain employees in the Company Credit Card program.

Key Result Areas (KRAs):

Exflow Invoice intake and Finance email/mail support:

Process Accounts payable mail. Distribute invoices and checks

Track, manage, and document all financial account information appropriately and timely

Responsible for the distribution of appropriate materials to the correct entity Accounts Payable teams daily

Support the Accounts Payable department with internal and external communication regarding invoices and vendors.

Monitor and maintain communication with vendors and internal requests that come through the Accounting email within 24 hours

Distribute emails to the necessary point of contact

Maintain offsite storage

Support and help process all invoices through Exflow/Data Capture Seek proper approval and reconcile all submitted reimbursements and invoices Print all invoices, bills, and further support for the Accounts Payable team Responsible for ensuring all signed materials through Docusign have been processed in a timely manner

Assist vendors with past-due invoice inquiries by cross-referencing statements in the accounting systems

Process franchisee COGS and quarterlies prior to due dates

Ensure all invoices from the finance email are sent and captured in ExFlow Data Capture Retrieve new vendor information(W9, ACH Paperwork, Contract/First Invoice) and enter information into D365

Confirm banking information with vendor

Be go-to-person for expertise, assistance and problem solving with vendor adds Update Vendor Guide with necessary changes when needed

Responsible for Vendor maintenance:

Vendor creation in the Microsoft D365 Accounting software

Request W9s from new vendors, perform TIN check

Be a resource for any account troubleshooting or other requested account setups with internal HQ departments

Handle sensitive information in a confidential manner

Be a resource for Accounts Payable team members in providing additional support for all requests and projects

Break out complex invoices per entity when necessary in support of the Accounts Payable team Responsible for retrieving appropriate shop coding and PO numbers for necessary materials

Assist in the training of new Accounts Payable team members on the ExFlow Data Capture platform

Create vendors in Microsoft D365

Reconcile Check outsourcing report from Chase Bank daily for all company entities

Onboard Company Credit Cards for HQ and Shop Employees:

Request and onboard new employees onto Company Credit Card Program Request new cards for employees who lost or had their cards stolen

Be a resource for employees with/ fraud or personal transactions and communicate with the employee and AP team when booking these transactions.

Close accounts for those employees who leave the company.

Must be able to collaborate in-person with occasional impromptu in-person meetings

Other duties as assigned

Skills:

Organization Attention to Detail Written communication

Teamwork Adaptable Initiative Effective  Prioritization

Job Qualifications:

3-4 years of Accounts Payable and/or administrative experience, required

Must demonstrate stellar verbal and written communication and problem-solving skills

Two years of bookkeeping or related experience, preferred

Dutch Bros experience, preferred

High school diploma or GED, required

Location Requirement:

This role is located in the Tempe, Arizona. This position is required to be in office 4 days per week (Mon-Thurs);
Fridays are optional remote work days.

Physical Requirements:

In-Office Environment:
Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions

Must be able to collaborate in-person with occasional impromptu in-person meetings

Office Conditions:
Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting,…