Sr. Accounts Payable Coordinator

Why Winebow?

At Winebow, we are strongly committed to creating an environment that fosters diversity, equity, and inclusion.  We are intentional in our efforts to ensure that every employee has a sense of value and opportunity in our company, and we work tirelessly to promote a culture of inclusion where our team feels safe, respected, and valued.  We want our Winebow family to feel at home and to be empowered to bring their best selves forward.  

We seek talent from all backgrounds to join our organization and are dedicated to achieving a diverse workforce in all aspects of employment including but not limited to recruiting, hiring, promotion, training, benefits, wage and salary equity. 

The salary for this position is $31.25 - $33.65 hourly. We also offer a comprehensive benefits package of medical, dental, vision, life, AD&D, 401k with company match, and paid time off. If you are hired at Winebow, your final base salary compensation will be determined based on factors such as geographic location, skills, education and/or experience. In addition to those factors, we consider internal equity of our current team members as a part of any final offer.

ESSENTIAL FUNCTIONS

· Support the daily invoice pipeline across all Winebow entities: the shared AP mailbox and supplier portals, upload of invoices and credit memos to the National Sales Portal for manager approval and GL coding, verification of approved amounts against the invoice copy, to approved purchase orders and receiving documents, and posting within vendor terms.  Resolve exceptions at the root; first point of escalation for vendor inquiries and internal questions.

· Help assemble the weekly proposed payment run (check, ACH, wire) from the AP aging and Treasury's cash guidance for the Accounts Payable Manager's review and release; issue check and EFT payments after dual release and file the payment registers; deliver the payment-plan inputs that feed the weekly Projected Cash for Supplier AP process.

· Run the monthly statement reconciliations for high-volume suppliers; work the unapplied-payment population to resolution and keep it immaterial; keep deductions, debit memos, credits, and claim offsets documented and matched so that open credits are applied against open liabilities before payment.

· Prepare vendor onboarding and change packages (W-9 / TIN validation, bank-detail verification) for the Accounts Payable Manager's approval; perform the independent callback verification on every vendor banking-detail change; process factoring and assignment notices and payment redirects per the notice-handling procedure with the Accounts Payable Manager, Legal, and Treasury.  No payment is released to changed banking details without a completed callback.

· Help produce the weekly AP aging review package (open AP by vendor type and aging bucket, past-due invoices, dispute bottlenecks) for the Accounts Payable Manager and Treasury; distribute the bi-weekly aging-of-approvals report and follow up on open approvals; monitor past-due invoices weekly to minimize late fees and protect vendor relationships.

· Support the AP side of month-end and fiscal year-end close; subledger-to-GL tie-out, received-not-invoiced and open card-cycle accrual listings, the June fiscal year-end cutoff calendar; keep the W-9 file complete and support year-end reporting.

· Work within the department's segregation of duties (prepare, never release); keep the AP desk procedures and SOPs current; prepare audit support on schedule.

· Train the Accounts Payable Coordinators on all processes and procedures; cross-train for coverage; help balance workloads; act for the Accounts Payable Manager in their absence within the delegated authority (payment-run preparation, approval routing, escalations).

· Identify and document process improvements, support automation of invoice capture and approval workflow with the Accounts Payable Manager, Treasury, and IT.

· In addition to overseeing the team and handling supervisory responsibilities, the individual will be expected to actively process payments and maintain a full workload of day-to-day accounts payable tasks.

SYSTEMS & TOOLS

Microsoft Dynamics 365 Business Central (BC14) and Apprise; the National Sales Portal approval workflow; Emburse Certify / Concur; banking platforms (Bank of America CashPro; Truist) for payment preparation; Microsoft Excel at an intermediate-to-advanced level (pivot tables and lookups required; Power Query a plus).

OTHER FUNCTIONS

· Provides excellent customer service to all internal and external customers; helps teammates when needed - AP is teamwork driven.

· Arrives to work, meetings, appointments, and other work-related functions on time and as scheduled; meets agreed-upon goals and objectives effectively and in a timely manner.

· Generates standard reports as needed; performs additional duties as assigned.

WORKING CONDITIONS

Normal office environment.  Overtime may be required at close and in peak payment weeks.

EQUIPMENT/MACHINERY USED

Telephone, computer, fax machine, copier, calculator.

PHYSICAL REQUIREMENTS

Sitting, repetitive motion with hands for typing, bending, lifting up to 10 pounds, manual dexterity, visual acuity

MINIMUM REQUIREMENTS

· Bachelor’s degree in Accounting, Finance, or a related field preferred.

· 3-5 years of progressive accounts payable experience in a high-volume, multi-entity environment, including experience training or leading other AP staff; distribution or beverage-alcohol industry a plus.

· ERP proficiency required; Microsoft Dynamics 365 Business Central / NAV strongly preferred.

· Intermediate-to-advanced Microsoft Excel (pivot tables, lookups); Power Query a plus; expense-platform experience (Emburse Certify or Concur) a plus.

· Working knowledge of W-9 and AP internal controls (segregation of duties, callback verification).

· Demonstrated effective verbal and written communication; highly organized and detail-oriented; able to prioritize and work with limited direction; excellent interpersonal skills across a large team.

EMPLOYER’S RIGHTS

This job description does not list all the duties of the job.  You may be asked by management to perform other duties.  Winebow has the right to revise this job description at any time.  This job description is not a contract for employment.  Your continued employment with Winebow is by mutual consent.