Senior Accounts Payable Specialist

Full-Time

Location: Torrance, CA

Pay Range: $70,000 - $82,000

Position Summary:
We are seeking a dependable and detail-oriented Senior Accounts Payable Specialist to join our accounting team in a fast-paced vitamin supplement manufacturing environment. This role is critical in managing high-volume, high-variability accounts payable operations with a strong emphasis on accuracy, timeliness, and operational support. The ideal candidate will ensure seamless processing to support production schedules, drive process improvements that reduce lead times and exceptions, and maintain strict compliance, traceability, and audit readiness. This position also requires strong systems expertise and the ability to navigate the complexities of contract manufacturing dynamics.

Key Responsibilities:

• Manage and oversee the end-to-end accounts payable process, including invoice review, coding, approval, and payment execution.
• Review and verify invoices for accuracy, completeness, and proper authorization; escalate complex discrepancies as needed.
• Process payments timely and ensure adherence to payment terms, schedules, and internal controls.
• Reconcile vendor statements, investigate and resolve discrepancies, and handle escalated payment issues.
• Processes invoices for diverse raw materials, specialty ingredients, packaging components, testing services, and customer‑specific items with less than 1% error rate.
• Executes 3‑way match, including approved PO, packing slip and COA release, and invoice.
• Completes month‑end close on schedule with a clean AP aging report and fully reconciled subledger.
• Work with internal teams such as purchasing, receiving, and accounting to clarify and resolve invoice questions.
• Maintains timely vendor payments so ingredient and component deliveries flow without causing production holds or missing customer deadlines.
• Resolves supplier discrepancies within 3 business days, preventing shortages for customer‑specific SKUs.
• Keeps communication tight with procurement, planning, receiving, and quality to clear exceptions before they impact manufacturing runs.
• Maintain accurate accounts payable records, documentation, and reporting to support audits and compliance.
• Assist with month-end and year-end closing activities, including accruals, reconciliations, and reporting.
• Monitor compliance with company policies, internal controls, and accounting regulations.
• Identify opportunities for process improvements, automation, and workflow optimization.
• Act as a key liaison for vendors and internal teams regarding accounts payable matters.
• Support internal and external audits by preparing documentation, schedules, and reports.
• Assist finance leadership with cash flow management and forecasting related to accounts payable.
• Participate in vendor negotiations for payment terms, early payment discounts, or dispute resolution.
• Lead or contribute to AP system implementations, upgrades, and process automation initiatives.
• Generate detailed AP reports, aging analysis, and KPIs to support management decision-making.
• Collaborate with cross-functional teams (procurement, finance, operations) to streamline processes.
• Serve as the escalation point for complex or high-value vendor and payment issues.
• Identifies and implements at least two AP workflow improvements related to quality‑linked receiving, testing fees, lot‑specific invoicing, or customer‑billed materials.
• Helps reduce invoice exceptions tied to GRN timing, spec failures, or partial receipts through proactive cross‑functional coordination.
• Documents updated processes and communicate with accounting team members and plant partners.
• Applies correct GL coding for raw materials, packaging, quality testing, freight, and customer‑owned materials.
• Maintains complete documentation to support GMP, FDA/FTC‑related traceability, customer audits, and internal controls.
• Provides auditors and customer compliance teams with clear, organized AP documentation without rework requests.
• Serves as an internal ERP/AP automation expert, supporting lot‑level matching, material receipt workflows, and customer-specific cost allocations.
• Troubleshoots invoice‑receipt mismatches, quality hold timing issues, and cost discrepancies that impact job costing or customer billing.
• Participates in system upgrades, mapping improvements to the unique needs of contract‑based production.

Required Skills and Experience

• 5+ years of Accounts Payable experience, preferably in a manufacturing or inventory-based environment
• Associate’s degree in accounting or related field preferred
• Solid understanding of three-way matching and invoice processing
• Strong attention to detail and organizational skills
• Reliable, consistent, and able to meet deadlines
• Comfortable working in a structured environment with established processes
• Positive attitude and willingness to learn
• Skilled in vendor management, especially for specialized ingredients and packaging
• Knowledgeable in job costing, testing fees, and customer-billed materials
• ERP and middleware proficiency with a continuous improvement mindset
• High accuracy, urgency, and accountability for supplier and customer‑driven timeline