AP Exflow and Vendor Specialist

Job description

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time. Position Overview: This role is responsible for invoice processing in Microsoft D365 and Exflow. The AP ExFlow Specialist will onboard new vendors and vendor maintenance. This position will help manage the Finance email through a Zendesk ticketing system. This includes directing emails to the proper personnel for approval or processing the invoices into D365 or ExFlow as appropriate, and tracking the completion of all tickets. In addition, this position will onboard and maintain employees in the Company Credit Card program. Key Result Areas (KRAs): Exflow Invoice intake and Finance email/mail support: Process Accounts payable mail. Distribute invoices and checks Track, manage, and document all financial account information appropriately and timely Responsible for the distribution of appropriate materials to the correct entity Accounts Payable teams daily Support the Accounts Payable department with internal and external communication regarding invoices and vendors. Monitor and maintain communication with vendors and internal requests that come through the Accounting email within 24 hours Distribute emails to the necessary point of contact Maintain offsite storage Support and help process all invoices through Exflow/Data Capture Seek proper approval and reconcile all submitted reimbursements and invoices Print all invoices, bills, and further support for the Accounts Payable team Responsible for ensuring all signed materials through Docusign have been processed in a timely manner Assist vendors with past-due invoice inquiries by cross-referencing statements in the accounting systems Process franchisee COGS and quarterlies prior to due dates Ensure all invoices from the finance email are sent and captured in ExFlow Data Capture Retrieve new vendor information(W9, ACH Paperwork, Contract/First Invoice) and enter information into D365 Confirm banking information with vendor Be go-to-person for expertise, assistance and problem solving with vendor adds Update Vendor Guide with necessary changes when needed Responsible for Vendor maintenance: Vendor creation in the Microsoft D365 Accounting software Request W9s from new vendors, perform TIN check Be a resource for any account troubleshooting or other requested account setups with internal HQ departments Handle sensitive information in a confidential manner Be a resource for Accounts Payable team members in providing additional support for all requests and projects Break out complex invoices per entity when necessary in support of the Accounts Payable team Responsible for retrieving appropriate shop coding and PO numbers for necessary materials Assist in the training of new Accounts Payable team members on the ExFlow Data Capture platform Create vendors in Microsoft D365 Reconcile Check outsourcing report from Chase Bank daily for all company entities Onboard Company Credit Cards for HQ and Shop Employees: Request and onboard new employees onto Company Credit Card Program Request new cards for employees who lost or had their cards stolen Be a resource for employees with/ fraud or personal transactions and communicate with the employee and AP team when booking these transactions. Close accounts for those employees who leave the company. Must be able to collaborate in-person with occasional impromptu in-person meetings Other duties as assigned Skills: Organization Attention to Detail Written communication Teamwork Adaptable Initiative Effective Prioritization Job Qualifications: 3-4 years of Accounts Payable and/or administrative experience, required Must demonstrate stellar verbal and written communication and problem-solving skills Two years of bookkeeping or related experience, preferred Dutch Bros experience, preferred High school diploma or GED, required Location Requirement: This role is located in the Tempe, Arizona. This position is required to be in office 4 days per week (Mon-Thurs); Fridays are optional remote work days. Physical Requirements: In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions Must be able to collaborate in-person with occasional impromptu in-person meetings Office Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levels Mobility : Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches. Must be able to occasionally move or lift office items up to 25 pounds Hearing Requirements: Hearing must be sufficient or correctable to ensure a clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed. Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively. Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visual tools. Use of corrective lenses or other measures to meet visual requirements is expected if needed. Technology Proficiency: Must be proficient in operating a computer and other office productivity tools such as printers, scanners, and collaboration software. Effective Communication: Must possess strong verbal and written communication skills to interact effectively with team members, clients, and other stakeholders via email, video conferencing, and other in office communication tools. Compensation: DOE If you like wild growth and working in a unique and fun environment, surrounded by positive community, you'll enjoy your career with us!