Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Location: Paterson, NJ

Employment Type: Full Time

Position Summary

Kontos Foods is seeking a detail-oriented and organized Accounts Payable Specialist to join our Accounting team. The Accounts Payable Specialist will be responsible for processing vendor invoices, maintaining accurate accounts payable records, reconciling vendor accounts, and working with other members of the team to ensure that vendors are paid accurately and on time.

The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to manage a high volume of invoices and vendor transactions in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

• Review, verify, and process vendor invoices accurately and in a timely manner.
• Match invoices with purchase orders, goods receipts, packing slips, and other supporting documentation.
• Verify appropriate approvals and coding before processing invoices for payment.
• Enter and maintain accounts payable transactions within the company’s accounting system.
• Investigate and resolve discrepancies between purchase orders, goods receipts, invoices, and vendor statements.
• Maintain accurate vendor records, including payment terms, contact information, etc.
• Reconcile vendor statements and research outstanding balances or discrepancies.
• Prepare invoices for weekly and scheduled payment runs.
• Process payments through checks, ACH, wire transfers, and other approved payment methods.
• Monitor vendor payment due dates and take advantage of available early-payment discounts when appropriate.
• Respond to vendor inquiries regarding invoices, payment status, and account balances.
• Work closely with the Purchasing, Receiving, Warehouse, and Operations departments to resolve invoice and receiving discrepancies.
• Maintain organized physical accounts payable records and supporting documentation.
• Assist with year-end audits and provide requested accounts payable documentation.
• Monitor duplicate invoices, duplicate payments, and other potential payment errors.
• Follow established internal controls, accounting policies, and company procedures.
• Assist with other accounting and administrative responsibilities as needed.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 2–5 years of accounts payable or accounting experience preferred.
• Experience working in a manufacturing, food production, distribution, or high-volume purchasing environment is strongly preferred.
• Experience working with purchase orders, goods receipts, and three-way invoice matching.
• Experience with ERP/accounting systems; SAP Business One experience is a plus.
• Strong understanding of accounts payable processes and internal controls.
• Proficiency in Microsoft Excel, including the ability to organize and analyze financial data.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet payment deadlines.
• Strong communication and problem-solving skills.
• Ability to work independently while collaborating effectively with other departments.
• High level of integrity and ability to handle confidential financial information.

Preferred Skills

• Experience processing a high volume of vendor invoices.
• Experience with multi-location/multi-company accounting environments.
• Familiarity with inventory purchasing and receiving processes.
• Knowledge of payment terms, vendor discounts, and cash management practices.

Key Performance Expectations

The Accounts Payable Specialist will be expected to:

• Process invoices accurately and efficiently.
• Maintain low levels of invoice processing errors and duplicate payments.
• Resolve vendor and purchasing discrepancies promptly.
• Maintain accurate and organized accounts payable records.
• Support timely and accurate month-end financial reporting.
• Maintain positive and professional relationships with vendors and internal departments.
• Kontos Foods is an equal opportunity employer and offers a professional, fast-paced work environment with opportunities for growth and development.