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Accounts Payable Coordinator

Finance | Napa, CA | Full Time

Job Description

PURPOSE OF JOB: Responsible for administering the accounts payable function for The Hess Collection Winery. This requires high volume of invoice processing and managing various AP vendors and systems.


  • Reviews invoices and compares to purchase order and receiving documents
  • Works directly with the procurement and receiving departments to reconcile any pricing or quantity variances
  • Reviews invoices for appropriate documentation and approvals according to delegation of authority; asks follow-up questions as appropriate
  • Prepares and reviews invoices for adherence to company policies
  • Reconciles vendor statements and works with vendors in resolving discrepancies on invoices for discounts, errors, late payments, etc.
  • Process weekly check disbursement runs and mail as necessary
  • Processes all electronic payments including ACH, Wires and Credit Card
  • Understanding of vendor master data and 1099 requirements
  • Monthly reconciliations
  • Processes reclass journal entries as needed
  • Distributes invoices to the appropriate cost center managers for approval manually and via electronic invoicing system
  • Provides supporting documentation for audits
  • Filing and general office support
  • Back up front desk as necessary for breaks, vacation and projects etc.
  • Other duties as assigned

QUALIFICATIONS REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions


  • High School diploma or GED equivalent.
  • 3+ years of accounting and/or business experience, including accounts payable, general ledger and account analysis.
  • Requires a strong understanding of business operations and systems, excellent communication skills, both verbally and written, problem solving, research and resolution & skills, along with strong organizational and time management skills, data analysis and ability to multi-task.
  • Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures.
  • Ability to work independently and with a team in a fast paced and high volume environment with emphasis on accuracy and timeliness.
  • Ability to perform mathematical computations such as percentages and fractions.
  • Must be proficient in Microsoft Windows Excel & Word
  • User experience with the following systems or similar highly desired: 
    • Navision (ERP)
    • Continia (automated approval and invoice processing system)
    • Certify (expense management and reporting system)