Title: AP/AR Specialist
Reports To: Controller & CEO/Founder
Exempt Employee
Bilingual: English/Spanish Preferred

Play a vital role as the Office and AP/AR Specialist with this large reputable agriculture organization!

Summary
This position is responsible for managing all AP/AR functions, ensuring accurate and timely financial transactions, maintaining proper documentation, and providing financial reports. The employee holding position must have a excellent organizational skills, and the ability to work in a fast-paced environment.
The Accountant AP/AR Specialist is an exempt position that falls under the California IWO # 4 for Professional Occupations.
This job description outlines the general nature of the role and responsibilities; however, it is not exhaustive and may be subject to change based on the needs of the business.

I. Essential Functions:

A. Accounts Payable (AP):

a) Process and verify invoices, ensuring proper approvals and coding.
b) Schedule and prepare payments (checks, ACH, wire transfers) for vendors.
c) Reconcile vendor statements and resolve any discrepancies.
d) Maintain accurate records of accounts payable transactions.
e) Monitor and manage payment terms to ensure timely payments and take advantage of early payment discounts when applicable.
f) Communicate with vendors regarding payment inquiries and discrepancies.



B. Accounts Receivable (AR):

a) Generate weekly accurate invoices with supporting documentation for upper management review. Once approved by the upper management sends invoices to clients.
b) Record incoming payments and apply them to the appropriate accounts.
c) Follow up on outstanding receivables and manage collections.
d) Reconcile AR accounts and resolve discrepancies.
e) Prepare and maintain aging reports, identifying past due accounts and initiate collection efforts.
f) Collaborate with sales and operations teams to resolve any billing disputes or discrepancies.
C. General Accounting:
a) Assist in month-end and year-end closing processes, including reconciling accounts and preparing journal entries.
b) Support the preparation of financial reports related to AP/AR.
c) Maintain organized and up-to-date financial records, including filing and documentation.
d) Assist with internal and external audits by providing necessary documentation.

Qualifications:

a) Bachelor’s degree in accounting, Finance, or a related field (or equivalent experience).
b) Proven ability to multitask effectively in dynamic environments, prioritize critical activities, and meet deadlines without compromising work quality.
c) Minimum of 2 to 4 years of experience in Accounts Payable and Accounts Receivable or a similar role.
d) Minimum of 3 to 6 months of experience in the wine or vineyard industry.
e) Strong understanding of accounting principles, particularly related to AP/AR functions.
g) Proficiency in accounting software (e.g., QuickBooks Online or similar).
f) Excellent attention to detail and problem-solving skills.
h) Ability to work independently and manage multiple tasks with tight deadlines.
i) Strong written and verbal communication skills.
j) Proficient in DataTech, AgCode, and Microsoft 365 (Office) Suite, particularly Excel.
k) Bilingual in English and Spanish.
l) The standard work schedule is Monday through Friday; however, availability to work on Saturdays will be required during peak seasons.

II. Physical Requirements:

a) Sitting and Standing: The role is often performed in an office setting and may require the incumbent to stand for periods of up to 2 hours in a day and sit at a desk at a computer for up to 6+ hours a day.
b) Manual Dexterity: Handling paperwork, typing, feel; reach with hands and arms; and using computer software with precise finger movements and coordination.
c) Visual Acuity: Reading websites, documents, spreadsheets, emails and agreements requires good eyesight.
d) Mobility: While the role is primarily sedentary, some mobility is necessary. The employee may need to move between departments, attend meetings, or access filing cabinets.
e) Communication: Clear verbal and written communication are crucial. The employee holding this position must be able to effectively talk and hear. This role may require frequent communication in person, by text message, by email, and by telephone.
f) Equipment Operation: The role may require frequent operation of standard office equipment, such as telephones, printers, copiers, and computers.
g) Lifting: The employee may occasionally be required to stand and walk. The employee may occasionally lift and/or move up to 25 pounds.