AP Accountant

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As a key member of the Finance & Accounting team, the Accounts Payable/ Accounts Receivable Specialist will manage full-cycle AP and AR responsibilities to ensure timely, accurate, and compliant financial operations. This role is vital to maintaining the integrity of the company's financials, supporting revenue recognition under GAAP standards, and overseeing the reconciliation of both internal and external transaction flows, including complex logistics-related billing activities.

Key Responsibilities:

Accounts Payable (AP)

• Perform full-cycle accounts payable tasks, including invoice intake, GL coding, approval routing, and timely execution of payment runs (ACH, wire, check).
• Execute three-way match procedures to validate accuracy among purchase orders, receiving documents, and vendor invoices.
• Monitor and reconcile AP aging reports, resolve discrepancies with vendors and internal teams.
• Maintain vendor files, ensuring up-to-date compliance documents (e.g., W-9s) and payment terms.
• Support year-end 1099 processing and respond to audit requests for vendor-related documentation.

Accounts Receivable (AR)

• Generate and issue customer invoices based on fulfillment activity and contractual billing terms, including external clients such as Harry & David and Williams Sonoma.
• Reconcile daily shipment activity from Ship Station and Shopify to ensure revenue recognition occurs based on the actual ship date, in compliance with ASC 606.
• Post and reconcile daily AR transactions in SAP, ensuring synchronization between operational systems and the general ledger.
• Manage daily and month-end reconciliation of deferred revenue, including outstanding gift cards and e-gift certificates, with appropriate journal entries for recognition and reversal.
• Track and record merchant fees on a daily basis, ensuring NET revenue is accurately reflected by adjusting for processor charges.
• Perform manual billing for non-Shopify sales using contract pricing, validating quantities and values based on Ship Station shipment data.
• Apply customer payments accurately, reconcile AR balances, and work with customers to resolve disputes or aged receivables.
• Support the collections process by communicating with customers regarding overdue invoices, while preserving strong customer relationships.
• Reconcile weekly and monthly Fed Ex invoices by comparing billed amounts to expected charges net of rebates, claims, and Guaranteed Service Refunds (GSR).
• Investigate discrepancies between Fed Ex invoice totals and internal shipment cost projections or contractual expectations.
• Accrue unpaid Fed Ex invoices, as well as uncollected rebates, claims, and GSR credits, as part of the month-end close process.
• Collaborate with the logistics and customer service teams to track the status of filed claims and refunds.
• Ensure proper classification and timely posting of Fed Ex-related transactions to the general ledger to maintain accurate logistics expense reporting.

General Accounting Support

• Prepare and post journal entries for AR/AP accruals, merchant fee adjustments, revenue deferrals, and shipping-related reserves.
• Reconcile AP and AR subledgers to the general ledger during month-end close.
• Assist in improving month-end close timelines and workflow efficiency by documenting and streamlining key processes.
• Provide financial reporting and documentation support for internal and external audits.

Qualifications

• Minimum 5 years of AP/AR or accounting experience; experience in logistics reconciliation a plus.
• Solid knowledge of GAAP, including revenue recognition (ASC 606).
• Proficiency with SAP or similar ERP systems, and operational platforms such as Shopify and Ship Station.
• Advanced Excel skills and attention to detail for transaction-level reconciliations and data validation.
• Strong organizational, analytical, and communication skills; ability to manage competing deadlines

• Mid-Senior level

• Full-time

• Accounting/Auditing

• Food and Beverage Retail and Food and Beverage Manufacturing

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