Accounts Payable Associate

Trail Drive Management Corporation Properties:

Trail Drive Management Corp. (TDMC) is a not-for-profit venue management company in Fort Worth, Texas. TDMC manages all aspects of venue management, including but not limited to event booking, event management, marketing, IT, technical services, food & beverage, parking, security, housekeeping, changeover, maintenance, and more. TDMC manages several venues in Fort Worth, TX.

Job Summary:

Trail Drive Management Corp (TDMC) is looking for a full-time Accounts Payable Associate. This position is responsible for the accurate, timely, and efficient processing of financial transactions across multiple entities. This role is essential to maintaining smooth day-to-day operations and ensuring the integrity of the accounts payable function. Key responsibilities include processing high-volume invoices, employee expense reports, and check requests, supporting vendor setup and maintenance, assisting with weekly check runs, and ensuring payments are completed accurately and on schedule. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities while maintaining strong relationships with vendors and dept leads.

This position will be 100% on-site.

Essential Job Functions:

• Monitor & manage multiple accounts payable inboxes for invoice submission, vendor statements, payment & invoice inquiries, check requests, and monthly service & utility invoice downloads
• Accurately review, code, and process assigned non-PO invoices in the accounting system, ensuring compliance with company policies and approval workflows. Ensuring recurring monthly service expenses are recorded in the appropriate accounting period
• Research and resolve discrepancies, employee reimbursement inquiries, and expense-related questions in a timely and professional manner
• Conduct weekly follow-ups with internal department approvers to obtain outstanding invoice approvals and support timely payment processing
• Assist with weekly check runs, including preparing signed checks, and coordinate distribution, and maintaining records in accordance with company policies and procedures.
• Perform weekly uncashed check reconciliations and follow up with vendors and internal departments as needed.
• Support vendor setup and maintenance, including W-9 forms and updating remittance information while adhering to internal controls, segregation of duties, and verification procedures.
• Reconcile vendor statements, identify discrepancies, and ensure issues are resolved promptly.
• Serve as a liaison between vendors and internal departments to address invoice, payment, and account-related inquiries.
• Support audit requests and maintain compliance with company policies and financial controls.
• Process new vendor credit applications and maintain related documentation as needed.
• Perform other duties as assigned.

Qualifications:

• Must be a minimum of 18 years of age
• Minimum of 3 years of Accounts Payable, Accounting, or Finance experience
• Proficiency in Microsoft Office applications (Outlook, Excel, and Word)
• Experience with vendor onboarding and vendor master maintenance.
• Some experience in the Arena industry preferred but not required.
• System knowledge of SAGE INTACCT preferred but not required.
• Strong organizational, analytical, and problem-solving skills.
• Detail-oriented with a commitment to accuracy in data entry, documentation, and record management.
• Demonstrated ability to maintain organized processes and ensure timely follow-through on assignments
• Proven ability to manage multiple priorities in a fast-paced environment while meeting deadlines and maintaining quality standards
• Sound judgment and decision-making skills with the ability to assess urgency, impact, and business needs
• Excellent verbal and written communication skills
• Ability to work a flexible schedule including – nights, weekends, and holidays.
• Able to communicate effectively with management, guests, and team members.
• Ability to handle multiple tasks in a fast-paced, high-energy environment.

Working Conditions:

• Employees will work in an environment with fluctuating temperatures.
• Employees must have the ability to lift, push, and pull up to 50 lbs.
• Employees will spend most of their day operating a computer and other office equipment.
• Employees may spend their shift standing/walking, traveling stairs, with limited to no sitting.
• Employees may be exposed to high noise levels and/or fluctuating lights in event settings.
• Employees must have the ability to reach, lift, and bend to perform job duties throughout the shift.
• Employees may be exposed to hazards associated with moving vehicles and require strict adherence to safety protocols.

Other Duties:

• This job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities that are required. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.