Position Summary

Schedule: 8:00 AM - 5:00 PM (Sacramento, California Time)

The Retail AP Assistant supports the Accounts Payable function across all 3 retail locations. This role is responsible for processing invoices, maintaining accurate vendor records, ensuring timely payments, and supporting store-level teams with AP-related inquiries. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced, multi-entity retail environment.

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Key Responsibilities

Invoice Processing & Payment Support

• Receive, review, and process high volumes of vendor invoices for multiple retail locations.

• Ensure proper coding of invoices to the correct entity, location, GL account, and department.

• Match invoices to POs and receipts; investigate discrepancies and follow up with store teams and vendors.

• Assist in preparing weekly payment runs and capturing required approvals.

Vendor Management

• Maintain accurate vendor profiles, including W-9s, payment terms, and contact information.

• Respond to vendor inquiries, statement reconciliations, and payment status requests.

• Support onboarding of new vendors in AP systems (Stampli, MaxQ/Acumatica, etc.).

Retail Store Support

• Act as AP point-of-contact for store managers regarding invoices, credits, returns, and payment issues.

• Track recurring expenses (utilities, security, waste disposal, etc.) and flag missing or late invoices.

• Support resolution of credit memos and ensure they are properly applied.

Reconciliations & Reporting

• Assist with month-end close tasks such as AP aging review, accruals, and variance explanations.

• Reconcile vendor statements and identify outstanding or duplicate items.

• Maintain organized digital records of invoices and support documents.

Compliance & Controls

• Ensure adherence to AP approval matrices and internal controls.

• Validate proper sales/excise tax coding on invoices where applicable.

• Support audit requests by preparing documentation and invoice samples as needed.

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Qualifications

• 1–3 years of Accounts Payable or general accounting/administrative experience (retail experience preferred).

• Familiarity with AP systems such as Stampli, Bill.com, SAP, NetSuite, Acumatica/MaxQ, or similar.

• Strong Excel / Google Sheets skills.

• Highly organized with excellent attention to detail.

• Strong communication skills and ability to partner with vendors and cross-functional teams.

• Ability to manage a high volume of transactions across multiple entities and deadlines.

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Preferred Skills

• Experience in multi-store, multi-entity environments.

• Comfortable working with GL coding, POs, and 3-way matching.

• Understanding of cannabis retail operations (if applicable) including excise tax, COGS considerations, and vendor compliance.

• Prior experience with inventory-heavy environments is a plus.

Independent Contractor Perks

HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job