Key Responsibilities
Accounts Payable & Vendor Management
- Oversee the full AP cycle: vendor bill recording, discrepancy resolution, and payment processing via Bill.com, bank, and credit offset transactions
- Monitor and resolve AP discrepancies including quantity variances, price variations, freight mismatches, and credit memo reconciliation
- Manage weekly AP check runs and ensure accurate, timely vendor payments
- Handle vendor payment follow-up and communication with suppliers, brand managers, and internal stakeholders
- Oversee monthly keg deposit reconciliations; coordinate discrepancy resolution with suppliers and internal teams
- Process freight bills including PO matching, offset non-inventory item creation, and naming convention compliance
Credit Card & Expense Management
- Download and code weekly credit card charges; allocate by GL and Department; coordinate import into Encompass
- Process Ramp credit card charges and reimbursements weekly: review cardholder assignments, record bills through clearing accounts, book journal entries, and process associated check runs
- Manage monthly credit card split entries and expense allocations using company-provided split ratios
Bank & Cash Management
- Investigate and resolve unmatched payments and deposits; maintain query log in shared tracking systems
- Respond to bank reconciliation queries weekly
- Prepare and maintain weekly cash flow reports, including one-week actuals comparison and five-week forward projection
- Track and update ACH recurring payment schedule monthly
Payroll & Subcontractor Processing
- Record weekly payroll entries by department and location in Encompass
- Process bi-weekly subcontractor payments
- Prepare monthly payroll and commission accruals
- Complete quarterly payroll reconciliation (941 vs. payroll register)
Month-End Close & Reporting
- Manage month-end close: prepaid expense schedules, clearing account reconciliations, and financial statement review
- Prepare and review open PO status reports weekly; confirm received-status POs and follow up on outstanding invoices
- Prepare monthly sales and use tax working files
- Manage expense allocation journal entries for ACH payments and credit card charges
- Support Consulting CFO in monthly financial statement preparation and budgeting; serve as primary point of contact for data accuracy
- Participate in weekly calls with the Consulting CFO, outsourced bookkeeper, and company leadership
Systems & Process Management
- Serve as internal owner of the Encompass ERP accounting function: data integrity, process documentation, and ongoing improvement
- Manage the transition of accounting processes from outsourced bookkeeper to in-house management
- Oversee and direct the outsourced bookkeeper
- Strengthen internal controls, documentation, and approval workflows
- Establish and maintain standardized accounting procedures and close checklists
- Identify and implement process improvements to increase accuracy, efficiency, and scalability
- Partner cross-functionally with operations, purchasing, sales, and leadership
- Maintain shared Google Spreadsheet-based tracking tools for open items, discrepancies, and reconciliation records
Requirements
- 3+ years of progressive accounting or bookkeeping experience, including full-cycle AP, bank reconciliations, and month-end close
- Proficiency with accounting or ERP software; Encompass or similar beverage-industry ERP experience is a significant advantage
- Experience with Bill.com, Ramp, or comparable AP automation platforms
- Strong organizational skills and attention to detail; ability to manage concurrent processes across two operating locations
- Excellent written and verbal communication skills; comfortable corresponding with vendors and internal stakeholders
- Ability to work independently, exercise sound judgment, and escalate issues appropriately
- Proficiency with Google Workspace (Sheets, Drive, Gmail) and Microsoft Office
- Strong Excel skills including pivot tables, lookups, and reconciliation-based analysis
Preferred Qualifications
- Associate’s or Bachelor’s degree in Accounting, Finance, or related field
- Experience in beverage alcohol, distribution, or CPG industry
- Familiarity with three-tier distribution system operations
- Prior experience managing bookkeeping staff or outsourced accounting resources
- Interest in applying AI systems to drive process efficiency
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