Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist is responsible for processing vendor invoices and payments, maintaining accurate financial records, and supporting accounts payable operations across multiple restaurant locations. This role works closely with the finance team, vendors, and General Managers to resolve discrepancies and ensure invoices are properly documented, approved, and paid on time.

The ideal candidate has experience with Restaurant365 (R365), Toast, and similar restaurant accounting and point-of-sale systems, along with a strong understanding of restaurant purchasing and vendor transactions. DSS experience and strong communication skills are strongly preferred.

Key Responsibilities

Accounts Payable Operations

• Review, verify, code, and enter invoices into R365 or similar accounting software, ensuring accurate allocation by venue, department, and general ledger account.

• Match invoices with purchase orders, receiving documentation, and required approvals.

• Process invoices for liquor, beer, wine, food, supplies, maintenance, and other restaurant operating expenses.

• Prepare checks, ACH transactions, and online payments for review and approval according to company policies and payment deadlines.

• Identify duplicate invoices, incorrect charges, missing credits, and other discrepancies before payment.

• Reconcile vendor statements and accounts payable records, submitting necessary journal entry requests to the appropriate finance team member.

• Support month-end closing by preparing account analyses, reconciliations, accrual support, and outstanding invoice reports.

Vendor Relations & Venue Support

• Communicate with vendors regarding invoices, payment status, account balances, credits, and billing discrepancies.

• Maintain accurate vendor records, including contact information, payment terms, W-9 forms, and tax identification numbers.

• Assist with vendor credit applications and follow established procedures for verifying changes to payment information.

• Coordinate with General Managers and venue personnel to obtain missing documentation, confirm receipt of purchases, and resolve questionable invoices.

• Track outstanding items and provide timely updates to ensure issues are resolved without repeated follow-ups.

Systems, Reporting & Documentation

• Use R365, Toast, and related restaurant systems to review financial information and supporting transaction records.

• Support assigned DSS tasks and reporting, ensuring accuracy and timely completion.

• Maintain organized invoice files, payment records, purchase orders, and approval documentation.

• Use Excel to track invoices, reconcile balances, analyze account activity, and prepare reports.

• Review and route.