Guest Supply, LLC

  • Accounts Payable Representative

    Job Locations US-NJ-Somerset
    Posted Date 1 month ago(1 month ago)
    Job ID
    # of Openings
  • Overview

    The Accounts Payable Representative is responsible for reviewing, coding and processing invoices for payment. Also ensures proper approvals are obtained before applying general ledger coding and entering invoices into the ERP system.


    • Maintain 4 distinct transaction types including:
      • Expense transactions;
      • Inventory and Bank transactions;
      • 3rd Party Freight transactions; and 
      • Drop Ship Billing transitions. 
    • Ensure the accuracy of transactions by reviewing and applying general ledger coding before entering supplier invoices into the ERP System. 
    • Run daily Match Exceptions Reports and clear Match Exceptions. Communicate with the Purchasing Department, Accounts Receivables and vendors to clear Match Exceptions and resolve issues. Audit Bill of Lading issued by carriers that includes shipment of merchandise information and compare to freight bills. Research and resolve drop ship billing issues. 
    • Analyze vendor accounts and negotiate with vendors when cash is restricted or credit hold situations arise. Review details of vendor invoices for missed discount opportunities. Maintain and correct vouchers within ERP System to prepare for payment. Review and prepare weekly check remittances to ensure vouchers are scheduled for payment. Reconcile vendor statements and prepare an analysis of accounts as required. Track accurate vendor information such as name, address and terms and conditions of the agreement. 
    • Review expense reports for compliance and prepare for upload to the ERP System. Run posting and matching processes. Conduct research, void checks and reinstate vouchers as necessary. 
    • Assist in the job sharing program with Net Deposits once a week, during monthly closings and with special projects as necessary. Assist in monthly closings as needed. Demonstrate initiate by exploring ways to improve efficiency and reduce processing delays and errors.



    • Bachelor degree in Accounting preferred. Combination of experience and education considered in lieu of degree. 


    • 2-5 years Accounts Payable experience. 


    • Basic math skills with the ability to convert units of measure.
    • Excellent communication (verbal and written), interpersonal and professional interactive skills are necessary. Ability to effectively present information and respond to questions from suppliers, customers, management and inter-department staff. Capable of working with internal staff from other departments in a proactive and constructive manner.
    • Excellent organizational skills, including the ability to plan, prioritize and execute multiple initiatives/deadlines autonomously and shift priorities as necessary. Uses time effectively. 
    • Strong analytical and critical thinking skills including the ability to visualize, articulate, conceptualize or solve both complex and uncomplicated problems by making decisions that are sensible given the available information.
    • Customer Service – Respond promptly to requests for service and assistance as needed. Follow up as needed. 
    • Problem Solving - Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. 
    • Judgment - Displays willingness to make decisions. Exhibits sound and accurate judgment. Makes timely decisions.
    • Detail Oriented – Attention to details and accuracy. 
    • Ability to work independently and on a team. 
    • Ability to understand and execute all relevant policies and procedures in a consistent, timely and objective manner.
    • Proficient use of MS Office (Word, Excel, PowerPoint, Access and Outlook). PeopleSoft ERP a plus.

    The physical, mental, and environmental conditions in which the work is performed. The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.

    • While performing the duties of this job, the employee is regularly required to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. 
    • While this position will primarily work in an office environment, this position may require limited travel (<5%) to and from other office and customer locations to attend company events, staff meetings or training sessions. 
    • May be required to utilize personal vehicle for business travel that may result in long periods of sitting. Must maintain a valid driver license with a driving record that meets Company minimum standards and current automobile insurance coverage as set forth by Sysco.
    • The noise level in the work environment is usually moderate
    • This position may require evening work depending on business needs.

    This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between the Company and its employees. This job description supersedes prior job descriptions.


    Guest Supply is an Equal Opportunity Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity


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