Accounts Payable & Invoicing Clerk
We're looking for a detail-oriented Accounts Payable & Invoicing Clerk to join our finance team and help keep our operations running smoothly, with some light front-desk responsibilities as part of the role.
Position Summary
The Accounts Payable & Invoicing Clerk is responsible for processing vendor invoices, generating customer invoices, and maintaining accurate financial records related to payables and billing. This role also serves as a friendly first point of contact for visitors and callers, providing light reception support as needed.
Key Responsibilities
Accounts Payable
- Review, code, and process vendor invoices for raw materials, packaging, ingredients, and operational expenses
- Match invoices to purchase orders and receiving documents (3-way match)
- Verify pricing, quantities, and terms against contracts/agreements
- Prepare and process bi-weekly check runs
- Reconcile vendor statements and resolve discrepancies or billing disputes
- Maintain organized, audit-ready AP files (digital and/or paper)
- Respond to vendor inquiries regarding payment status
- Assist with month-end accruals and AP aging reports
Invoicing / Accounts Receivable Support
- Generate and issue accurate customer invoices based on shipping/delivery records
- Ensure invoices reflect correct pricing, quantities, lot numbers, and terms
- Track and follow up on outstanding invoices as needed
- Coordinate with sales, warehouse, and logistics teams to resolve invoicing discrepancies
- Support credit memo processing and returns documentation
General Accounting Support
- Assist with data entry into accounting/ERP system (Sage Intacct)
- Support internal and external audits by pulling documentation as requested
- Maintain accurate filing of contracts, invoices, and related correspondence
- Assist with other administrative accounting tasks as assigned
Light Reception Duties
- Greet visitors, vendors, and delivery drivers in a professional and welcoming manner
- Answer and direct incoming phone calls
- Manage incoming/outgoing mail and packages
- Maintain a tidy and organized front office/reception area
- Schedule conference room bookings and assist with basic office supply ordering
Qualifications
- High school diploma or equivalent; Associate's degree in Accounting, Business, or related field preferred
- 1–3 years of accounts payable, bookkeeping, or invoicing experience (food manufacturing or industrial environment a plus)
- Proficiency in Microsoft Excel and accounting/ERP software
- Strong attention to detail and accuracy in data entry
- Excellent organizational and time-management skills
- Professional, courteous phone and in-person communication skills
Preferred
- Experience with food industry compliance requirements (lot tracking, FIFO, traceability documentation)
- Familiarity with purchase order and inventory management systems
- Basic understanding of GAAP and general bookkeeping principles
Skills & Attributes
- Highly organized with strong multitasking ability
- Comfortable balancing back-office accounting work with front-desk responsibilities
- Trustworthy with confidential financial and vendor information
- Team player who works well across departments (purchasing, sales, warehouse)
- Calm, friendly demeanor under time pressure (e.g., during invoice deadlines or busy front-desk periods)
Work Environment
This role is based primarily in an office setting within a food manufacturing facility. Occasional exposure to production floor environments may occur (proper PPE provided). Standard business hours, Monday–Friday, [7:30 AM–4:00 PM].
Compensation:
$60,000
Benefits:
- Health
- Simple IRA with 3% match
- PTO, etc.
If you are looking for an opportunity where your work truly makes a difference and you can grow alongside a successful and expanding organization, we encourage you to apply today!