Job Summary
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.
