Accounts Payable Specialist Job Opening

Accounts Payable Specialist

Peerless Coffee & Tea

Oakland, California
$18.00 - $26.00 an hour
Category: VP of Finance

Peerless Coffee & Tea is a third generation family-owned coffee roaster in the Jack London Square area of Oakland. Having just won 2019 Roaster of the Year from Roast Magazine, we are expanding! We are looking for an Accounts Payable Specialist. This position’s main responsibility is to process high volume, high accuracy AP transactions using best practices and mindful of company policies.

Full Cycle Accounts Payable:

  • Review, process and post all payables (about 200 invoices/week) in MS Dynamics GreatPlains accounting software for payment. Ensure accuracy of all pertinent information, such as amount, terms, GL account and department codes, and compliance with company policies.
  • Work with Purchasing Manager to validate invoices against approved purchase orders (POs).
  • Work with Departmental/Approving Managers to ensure accuracy of payments.
  • Process green coffee invoices for payment.
  • Process employee expense reports and commission payments to sales staff, 3rd parties, brokers and merchandisers. Ensure accuracy and compliance with company policies.
  • Perform weekly check run, ensure accuracy, secure signatures and mail checks (about 100).
  • Process company credit card payments. Maintain balances, determine availability and post payments where available. Reconcile monthly statements.
  • Post other accounting transactions (e.g., manual checks and journal entries) as necessary.
  • Create and maintain vendor files. Ensure accuracy of vendor information, and completeness of W9s, insurance requirements (i.e., COIs), Terms & Conditions and resale certificates. Comply with company retention policy and perform annual purge.
  • Work with VP of Finance on cash flow management and other month-end close transactions.
  • Run weekly AP reports and report issues to VP of Finance. Make corrections as necessary.
  • Perform monthly close of PO and other AP clearing accounts.
  • Produce 1099s at year-end.
  • Research AP inquiries from vendors and company employees. Determine problem resolution.

Other Tasks:

  • Maintain and ensure validity of all vehicle fleet registration and insurance.
  • Open and sort mail. Process outgoing mail. Replenish funds in postage machine.
  • Operate and oversee repairs of some office equipment.
  • Suggest improvements to increase effectiveness and lower costs.
  • Back up other administrative positions including Accounts Receivable, answering phones and directing calls.
  • Perform other work related duties as assigned.

Skills & Qualifications

  • Must possess a High School diploma. Some college preferred.
  • At least two years recent full-cycle AP experience.
  • The job entails a large volume of transactions that requires above average accuracy skills and attention to detail.
  • Punctual and dependable.
  • Good time management skills and the ability to work independently.
  • Good analytical and problem-solving skills.
  • Good inter-personal and communication skills. There will be daily interactions with outside vendors and all levels of company personnel, especially with upper management and the owners.
  • Experience in MS Dynamics GreatPlains and Salespad a plus.
  • Knowledge of Microsoft Office Suite, especially Excel required.
  • Must be authorized to work in the US. Peerless does not sponsor work visas.

Job Type: Full-time


  • GP Dynamics: 1 year (Preferred)
  • full cycle AP: 2 years (Required)