Accounts Payable Lead Job Description

Job Location: Union City, CA | In Person at our Corporate Headquarters

FLSA (Fair Labor Standards Act): Exempt

Reporting Structure: CFO

Salary Range: $80,000.00 - $95,000.00

About the Company:

Vintners Distributors is the corporate arm that oversees West Coast Convenience, Eaton Foods, Eatswell, and Prohas Enterprises. Its portfolio includes Loop Neighborhood Market, Poppy Market, other gas brands, Krispy Krunchy Chicken, and other quick-service restaurant brands. Headquartered in Union City, CA, the company operates a growing network of convenience stores, fuel stations, and car washes across California. Founded in 1978, it also develops real estate and owns and operates its locations. Vintners Distributors continues to expand and seeks customer-focused individuals who want to make an impact. We are committed to delivering high-quality, better-for-you products and an exceptional store experience, guided by our core values: People, Teamwork, Communication, Training, Results Matter, Fun, Customer-Centered, and Safety. If you thrive in a fast-paced environment and are driven by service, innovation, and teamwork, we invite you to join us in redefining convenience for our customers every day.

Position Summary:

The Accounts Payable Lead supports the company’s multi-entity accounts payable operations by overseeing daily AP workflows, guiding AP staff, and ensuring timely and accurate invoice processing. This role serves as the primary point of contact for resolving invoice discrepancies, maintaining vendor records, and supporting process improvements that enhance efficiency and internal controls. The role exercises independent judgment and discretion in evaluating vendor issues, prioritizing payments, and resolving exceptions outside standard procedure, and is expected to identify and implement process improvements rather than simply support them.

Primary Responsibilities:

• Review and verify the accuracy, completeness, and timeliness of vendor invoices, employee expense reports, and payments.
• Identify, track, and resolve invoice discrepancies in coordination with vendors and internal departments, exercising independent judgment to determine the appropriate resolution approach, negotiate vendor terms, and settle disputes without requiring pre-approval on routine matters.
• Maintain organized vendor master records, payment schedules, department touchpoints, and vendor communications.
• Support coordination with outsourced vendors and monitor workflow handoffs.
• Review AP subledgers for accuracy and timely posting.
• Assist in developing and refining AP workflows to improve accuracy and efficiency.
• Monitor workflow throughput, bottlenecks, and queue management; escalate issues as needed.
• Maintain internal accounting controls related to invoice and disbursement processing.
• Support the AP close process for each accounting period.
• Enforce cut-off procedures to ensure invoices are posted in the correct accounting period.
• Reconcile vendor accounts by verifying monthly statements and related transactions.
• Safeguard company information by maintaining confidentiality and verifying vendor setup details against source documentation.
• Provide guidance and day to day support to AP staff; serve as a resource for questions and issue resolution, including setting daily priorities, assigning work among AP staff, and making decisions on workflow issues that are binding on the team.

Qualification Requirements:

• Minimum of 5–7 years of experience in accounts payable operations, including informal leadership or lead responsibilities.
• Experience supporting or guiding AP staff; formal supervisory experience not required.
• Bachelor’s degree in Accounting preferred.
• Strong organizational, multitasking, and analytical skills with exceptional attention to detail.
• Excellent interpersonal and communication skills; ability to collaborate effectively in a fast-paced environment.
• Proactive, hands-on, and deadline-driven with a strong sense of urgency.
• Proficient in Excel and other relevant accounting tools.
• Skilled in communicating with vendors and retail site operations to resolve AP issues.
• Demonstrates high professional integrity and outstanding attendance record.

Compensation & Benefits:

Competitive base salary with performance-based bonus opportunity. Medical, dental, vision, and 401(k) benefits. Paid vacation, sick time, and company holidays. Employee and fuel discounts. Cell phone allowance. Other career advancement opportunities in this function and/or Corporate Office.

Employee Incentives:

Employees that are with us for 6 months to 3 years = 0.10 cents off a gallon of fuel. Employees that are with us for 3 years to 5 years = 0.30 cents off a gallon of fuel. Employees that have been with us for 5+ years = 0.40 cents off a gallon of fuel MAXIMUM 20 GALLONS AND 2 FILL UPS PER WEEK.

Disclaimer: The list of requirements, duties, and responsibilities listed above is by no means a complete list. It is merely a general summary of the position described. Management reserves the right to revise or change this position description at any time. ***** The company reserves the right to run background checks as a condition of employment*****.