Accounts Payable Specialist - Quick Service Restaurant Group

Description:

Position Summary

The Accounts Payable Specialist manages the full-cycle AP process for a high-volume, multi-unit quick service restaurant group. This role requires speed, accuracy, and strong analytical skills to support rapid purchasing cycles, frequent deliveries, and tight cost controls. The ideal candidate has hands-on experience with AP automation tools (OCR/AI) and a strong understanding of restaurant operations, utilities, and compliance requirements.

Key Responsibilities

* Process high-volume invoices across food, beverage, packaging, utilities, property taxes, and operational services for multiple locations
* Leverage OCR/AI-based AP tools to capture, code, and route invoices efficiently while minimizing manual entry
* Review and resolve OCR/AI exceptions; partner with vendors and operations teams to correct discrepancies
* Manage utilities billing: track usage, validate charges, identify anomalies, and ensure timely payments
* Prepare and analyze variance reports
* Process and track property tax payments, ensuring accuracy and timely submission by location
* Maintain and monitor a compliance calendar for permits, licenses, and regulatory deadlines (health, fire, occupancy, etc.)
* Ensure accurate GL coding across COGS, packaging, utilities, property taxes, and operating expenses
* Reconcile vendor statements and investigate missing or disputed invoices
* Execute weekly payment runs (ACH, checks, credit cards)
* Support month-end close, including accruals for recurring expenses and cost categories
* Maintain organized digital records for audits, compliance, and reporting
* Support cost control and inventory processes through accurate invoice coding and reporting

Qualifications

* 2–4 years of accounts payable experience, preferably in QSR or multi-unit restaurant environments
* Experience with AP automation tools (e.g., Restaurant365, Plate IQ, Tipalti, Ramp, Amazon or similar)
* Strong ability to troubleshoot OCR/AI invoice processing issues
* Experience managing utilities billing and identifying cost variances
* Proficiency in Microsoft Office Suite (Excel, Word, Outlook), with strong Excel skills for data analysis
* Accurate typing skills and proficiency with 10-key data entry (by touch preferred)
* High attention to detail, organization, and ability to meet tight deadlines
* Strong communication skills and ability to collaborate cross-functionally

Preferred Skills

* Experience with advanced AP automation workflows (machine learning coding, automated approvals)

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