Accounting Specialist Shared Services

Job Title: Accounting Specialist – Shared Services

Department: Accounting

Reports to: Accounting Manager

Location: Vacaville

If applicable

Number of Direct reports: N/A

Budget Dollars:  N/A

Revised: April , 2026

Summary:

We are seeking a detail-oriented and proactive candidate to join our Shared Services team.  The Shared Services Coordinator supports Accounts Receivable (AR), Accounts Payable (AP) and general Accounting functions. This role plays a critical role in maintaining accurate financial records, ensuring timely collections and payments, and supporting the day-to-day financial operations of a manufacturing business.

The ideal candidate thrives in a high-volume environment, has strong ERP experience (NetSuite preferred), and enjoys working cross-functionally across accounting, operations, sales and procurement.

Key Responsibilities (55%)

Accounts Payable (AP)

• Process high-volume vendor invoices in NetSuite, including review, validation, and accurate coding in compliance with internal controls and GAAP
• Perform 3-way matching (purchase order, receipt, invoice) and resolve discrepancies with purchasing and receiving teams
• Prioritize invoices based on payment terms and discounts; prepare and execute vendor payments (ACH, wire, check runs) in accordance with payment schedules
• Reconcile vendor statements, investigate discrepancies, and resolve past-due or outstanding invoice issues in a timely manner
• Maintain accurate and up-to-date vendor records and respond promptly to vendor inquiries
• Prepare, review, and maintain AP account reconciliations, supporting month-end close with analysis and variance explanations
• Contribute to process improvements, cross-training initiatives, and ad hoc projects as needed
• Process annual 1099 tax forms timely and accurately

Key Responsibilities – (30%)

Accounts Receivable (AR)

• Generate and issue accurate customer invoices in NetSuite, ensuring alignment with sales orders, shipping documentation, and established SOPs
• Apply and reconcile incoming payments (ACH, wire, check), including review of remittance advice and resolution of unapplied or misapplied cash
• Monitor AR aging reports and actively manage collections, following up on past-due accounts and escalating delinquent balances in accordance with company procedures
• Support processing and matching of customer deductions related to promotional and non-promotional activities
• Investigate and resolve billing discrepancies, disputes, and short payments in collaboration with cross-functional teams

• Prepare and maintain AR account reconciliations, ensuring subledger-to-general ledger

accuracy and month-end close support

• Maintain customer account accuracy, including setup, updates to master data, and support for credit evaluations and account reviews

Key Responsibilities - Shared / Cross-Functional – (15%):

• Maintain accurate financial data within NetSuite ERP
• Build and maintain strong relationships with internal departments, external customers and vendors to support payment cycles
• Support month-end close activities including journal entries, reconciliations and reporting support
• Assist with audit requests and documentation
• Partner with:
  • Procurement (raw fruit, packing materials)
  • Operations (production and inventory)
  • Sales (orders, pricing, deductions)
  • Logistics (freight and shipment validation)

• Ensure compliance with internal controls and applicable food safety standards

Accountability – Personal Growth:

• Demonstrate professionalism discretion and sound judgement in all interactions
• Uphold confidentiality and integrity in handling financial, customer and vendor data
• Support company values and contribute to a collaborative and high-performing team culture
• Show initiative in identifying areas for personal development and process improvement

Accountability – Physical Demands:

• While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl
• The employee will occasionally lift and /or move 10 to 25 pounds.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus.

Qualifications:

• 4-6 years of experience in Accounts Receivable, Accounts Payable, or shared services
• Hands-on experience with NetSuite ERP
• Strong understanding of accounting fundamentals
• Proficiency in Microsoft Excel (pivot tables, lookups, basic formulas)
• High attention to detail and accuracy

Preferred:

• Experience in manufacturing, food production, or agriculture
• Familiarity with inventory and cost accounting environments
• Exposure to audit processes or compliance requirements

Skills & Competencies:

• Strong organizational and time management skills
• Ability to manage multiple priorities in a deadline-driven environment
• Effective communication and problem-solving abilities
• Collaborative mindset with cross-functional teams

Work Environment:

• Office-based role with regular interaction across operations and warehouse teams
• Fast-paced environment aligned with production schedules and seasonal demand
• Occasional extended hours during month-end close or peak seasons

Key Success Metrics:

• Timely and accurate invoice and payment processing
• Reduction in aged receivables (DSO improvement)
• Vendor payment accuracy and cycle time
• Minimal discrepancies and audit findings

Why Join Us:

• Opportunity to work in a growing, essential food manufacturing industry
• Collaborative and cross-functional team environment
• Exposure to end-to-end financial operations
• Competitive compensation and benefits package

Position Requirements:

•  4-6 years of experience in Accounts Receivable, Accounts Payable, or shared services
• Hands-on experience with NetSuite ERP
• Proficiency in Microsoft Excel (pivot tables, lookups, basic formulas)
• High attention to detail and accuracy
• Strong understanding of accounting fundamentals
•  Highly Preferred: Experience in manufacturing, food production, or agriculture