Accounts Payable & Invoicing Clerk

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

Required

• 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!