The Accounts Payable Specialist is responsible for processing and managing vendor invoices related to equipment inventory, parts, service, and operating expenses for an equipment dealership. This role ensures accurate and timely payments to manufacturers, parts suppliers, freight carriers, and service vendors while maintaining compliance with dealership policies and internal controls.
Key Responsibilities
Process and code invoices for equipment, parts, service, freight, and overhead expenses
Match invoices to purchase orders, receiving documents, and work orders
Verify pricing, quantities, and account coding prior to posting
Reconcile vendor and floor plan statements; ensure proper posting of interest, curtailments, and credits
Maximize all vendor available discounts
Prepare and process weekly or scheduled check runs, ACH payments, and credit card reconciliations
Maintain accurate vendor files and resolve invoice discrepancies with suppliers and internal departments
Maintain organized and accurate AP files in accordance with record-retention policies
Work closely with parts, service, and sales departments to ensure proper cost allocation
Reconcile accounts payable subledger to the general ledger
Assist with month-end closing and inventory-related reporting
Maintain organized AP records for audits and manufacturer requirements
Respond to vendor and internal inquiries regarding payment status
Adhere to internal controls, accounting procedures, and company policies
Perform other accounting or administrative duties as assigned
Education & Experience
High school diploma or equivalent required; associate’s degree in accounting or business preferred
2+ years of accounts payable experience; dealership or inventory-based business experience preferred
Familiarity with equipment dealership operations, invoicing, and floor plan programs a plus
Proficiency with accounting using dealership management software
Strong attention to detail and accuracy
Knowledge & Skills
Ability to manage high invoice volume and strict payment deadlines
Strong organizational and time-management skills
Effective communication with vendors and internal departments
Analytical and problem-solving abilities
Professional handling of confidential financial information
Ability to manage multiple tasks and meet deadlines
Proficiency in Microsoft Excel and other office applications
Effective written and verbal communication skills
Ability to work independently and as part of a team
Work Environment
Office-based position within a dealership setting
May require extended hours during month-end close or audit periods
Interaction with accounting staff, parts, service, sales departments, and external vendors
Physical & Work Requirements
Primarily office-based with prolonged periods of sitting and computer use
Occasional lifting of files or boxes up to 25 lbs
Standard business hours with occasional overtime during month-end or peak periods
Equal Employment Opportunity
Union Farm Equipment is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected classification under applicable law.
