AP Specialist

Company Overview

Headquartered in Glen Mills, Pennsylvania, New Carbon Company dba Golden Waffles is the largest supplier of waffle irons and waffle mix to the hospitality and foodservice industry. The Company provides a comprehensive turnkey waffle program consisting of mixes, toppings, and flavorings along with waffle iron equipment and related maintenance to over 40,000 customer locations throughout North America and the rest of the world. The Company's renowned irons and mixes have been used in leading restaurants, hotels, colleges, corporate environments, and theme parks for over 85 years.

As a complete B2B2C solution provider for the waffle category, the Company enables customers the ability to offer their guests a consistently high-quality, delicious product at high margins without the typical obstacles associated with serving waffles. Golden Waffles’ well-established geographic footprint provides coast to coast coverage in the U.S. and a global distribution partner network that can service customers across the U.S. and in ~45 countries.

Golden Waffles employs ~270 associates with a geographically dispersed route delivery team of ~115. Over 80 distribution centers are located across the United States along with a waffle iron manufacturing and refurbishment center in South Bend, Indiana to ensure prompt distribution to all customers.

Job Summary

The Accounts Payable (AP) Specialist is responsible for completing the end-to-end accounts payable process, ensuring accurate and timely processing of invoices, payments, and reconciliations while adhering to company policies and financial regulations. The AP Specialist follows process improvement recommendations implemented by management, uses best practices, and responds to vendors, internal departments, to troubleshoot and resolve issues. Strong organizational, and technical skills are essential for success in this role.

Essential Duties and Responsibilities

Invoice Processing

• Complete the timely processing of invoices.
• Match purchase orders to invoices, ensuring resolution of discrepancies.
• Ensure invoices are properly coded to the correct general ledger accounts and follow established procedures.

Payment Processing

• Prepare and process electronic transfers and payments.
• Complete the reconciliation of accounts payable transactions to maintain accuracy.
• Monitor accounts to ensure payments are timely and address any issues related to overdue balances.

Vendor Management

• Manage and maintain accurate vendor files and respond to vendor inquiries promptly.
• Set-up new vendor accounts and ensure existing accounts are updated regularly.
• Review and reconcile vendor statements, ensuring discrepancies are identified and corrected.

Recordkeeping

• Ensure the maintenance of accurate and organized records for all payable transactions.
• Participate in month-end closing and preparing analysis of accounts payable.
• Assist with any financial reporting, as needed.

Compliance & Controls

• Ensure team adherence to internal controls, company policies, and standard operating procedures.
• Support internal and external audits by coordinating the preparation of necessary documentation.
• Stay updated on changes in financial regulations and implement best practices within the accounts payable team.

Position Requirements

Education :

• High School Diploma or equivalent required.
• Relevant certifications (e.g., Certified Accounts Payable Professional, Certified Bookkeeper) are a plus.

Experience :

• Minimum 3-5 years of experience in accounts payable or a related role.
• Hands-on experience with accounting software and ERP systems; proficiency in systems such as SAP, Oracle, or NetSuite is preferred.

Technical Skills :

• Proficiency in Microsoft Office Suite, especially Excel (e.g., pivot tables, VLOOKUP, and other functions).
• Familiarity with electronic payment systems and invoice automation tools is preferred.

Key Competencies :

• Exceptional attention to detail and accuracy, with a track record of maintaining high standards in financial data management.
• Strong organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment.

Interpersonal Skills :

• Strong written and verbal communication skills to collaborate effectively with vendors, team members, and other departments.
• Customer service mindset with the ability to build and maintain professional relationships.

Other Requirements :

• Demonstrated ability to handle confidential and sensitive information with integrity and discretion.
• Familiarity with accounts payable best practices, internal controls, and compliance standards.
• Willingness to stay current on changes in accounting regulations and adapt processes accordingly.
• Demonstrated ability to identify opportunities for improvement, develop strategic solutions, and drive their implementation through to successful execution and completion.