Accounts Payable Specialist

Summary 

The Accounts Payable Specialist is responsible for the accurate and timely data entry of all accounts payable and performing account reconciliations for multiple franchised restaurant locations and related entities. This position plays a critical role in maintaining accurate financial records, supporting restaurant operations, and ensuring compliance with company policies and franchise reporting requirements. 
 
The Accounts Payable Specialist works closely with vendors, corporate accounting staff, and ownership to ensure that all financial transactions are recorded accurately and promptly. 

Responsibilities, Expectations and Requirements 

The general responsibilities include: 

Accounts Payable Processing 

• Receive, review, and input vendor invoices into the accounting system for all restaurant locations

• Verify invoices for accuracy, coding, and supporting documentation

• Match invoices to purchase orders, receiving reports, and vendor statements when applicable

• Enter all vendor invoices into the accounting system accurately and timely

• Ensure expenses are coded to the proper general ledger accounts and restaurant locations

• Identify and resolve invoice discrepancies with vendors and bookkeeper

• Monitor recurring invoices for accuracy, reasonableness, and timeliness

• Prepare weekly accounts payable payment summary reports

• Reconcile vendor statements monthly and resolve discrepancies

* No payment authority – the payment function is segregated to the duties of the bookkeeper and/or controller or owner. 

Bank and Cash Reconciliations 

• Obtain monthly bank statements from bookkeeper and perform monthly bank reconciliations for all store and related entity bank accounts

• Research and resolve reconciling items promptly

• Obtain monthly credit card statements from bookkeeper and reconcile store credit card accounts

• Reconcile merchant processor deposits to POS system reports

* No banking authorization permitted – all confidential banking information and authority designated to personnel that does not reconcile the accounts. 

General Ledger Accounting Support 

• Enter accounting transactions accurately and timely

• Record journal entries as assigned

• Assist with monthly financial close procedures

• Prepare account reconciliations and supporting schedules

• Maintain organized accounting records and supporting documentation

Multi-Location Accounting Support 

• Maintain separate accounting records by store location

• Ensure expenses are allocated to the correct store and/or entity

• Record and reconcile intercompany transactions

Administrative and Compliance Responsibilities 

• Establish and maintain vendor records

• Maintain W-9 documentation

• Assist with annual 1099 reporting

• Follow company accounting policies and internal controls

Reporting and Communication Responsibilities 

• Communicate with bookkeeper and/or controller regarding invoice approvals and accounting issues

• Respond to vendor inquiries

Expectations for the position include:  

• Accuracy in invoice processing and accounting entries

• Timely completion of payable/receivable runs and reconciliations

• Strong organizational skills and documentation management

• Proactive problem-solving and issue resolution

• Professional handling of confidential financial information

Requirements and Qualifications for the position include:   

• Fluent in spoken and written English

• Ability to communicate professionally with U.S.-based vendors, corporate accounting staff, and ownership

• Availability to work substantially within Central Time Zone (CST/CDT) business hours, typically between 8:00 a.m. and 5:00 p.m. Central Time

• Ability to respond to accounting and operational requests during normal Central Time Zone business hours

• Reliable internet connection  

• Laptop or Desktop computer with the ability to download Teams and other required software  

Education Requirements 

Preferred 

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field or equivalent work experience 

• Experience working in the restaurant, hospitality, retail, or franchise industry

• Experience supporting multiple business locations or entities

• Experience with restaurant accounting systems such as QuickBooks Desktop with Class tracking or a similar accounting software 

Desired Work Experience 

Required 

• 2+ years of accounts payable, bookkeeping, or accounting support experience

• Experience processing a high volume of invoices and vendor statements

• Experience performing bank and credit card reconciliations

• Proficiency with Microsoft Excel and Microsoft Office applications

Preferred 

• 3-5 years of accounts payable or accounting experience 

• Experience in a multi-unit restaurant franchise environment

• Experience entering and reconciling weekly sales data from point-of-sale systems reports

• Experience with merchant processor reconciliations

• Experience managing vendor relationships and resolving payment discrepancies

• Experience with month-end close procedures and general ledger accounting

• Experience with intercompany accounting and multi-entity financial reporting

Skills and Competencies 

• Strong attention to detail and accuracy

• Excellent organizational and time-management skills 

• Ability to prioritize multiple tasks and meet deadlines

• Strong problem-solving and analytical skills

• Ability to maintain confidentiality of financial information

• Professional verbal and written communication skills in English

• Ability to work independently while collaborating effectively with restaurant managers, vendors, ownership, and accounting personnel

• Availability to work during normal Central Time Zone (CST/CDT) business hours

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Team members may be asked to perform other duties as required by business needs.