Accounts Payable Systems Administration Manager

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 the management of invoice processing workflows, team supervision, vendor relationship management, system administration for ExFlow, as well as internal and external AP inquiries.

 
Job Qualifications:

• Bachelor’s degree in Accounting, Administration, or similar, or 4 years of comparable experience, a plus

• 5+ years in an Accounts Payable supervisory role, required. 

• Dutch Bros leadership experience, preferred

• Cross-functional collaboration across various business units

Location Requirement: 
This role is located in Tempe, Arizona. This position is required to be in office 4 days per week (Mon-Thurs); Fridays are optional remote work days.

Key Result Areas (KRAs):

Responsible for ExFlow Administration and invoice workflow:

• Oversee the configuration, maintenance, and optimization of ExFlow, ensuring alignment with organizational financial policies

• Manage invoice receipt workflow 

• Identifying opportunities for enhanced integration and utilization of ExFlow on existing processes to improve accuracy and efficiency 

• Implement and track key performance indicators and metrics

• Ensure all invoices from the finance email are sent and captured in ExFlow Data Capture.

• Break out complex invoices per entity when necessary in support of the Accounts Payable team

• Responsible for the distribution of appropriate materials to the correct entity Accounts Payable teams daily

• Manage and train on the daily retrieval, filing, and distribution of all invoices, bills, statements, and other materials to the Accounts Payable team

• Responsible for retrieving appropriate shop coding and PO numbers for necessary materials

• Responsible for assisting in the training of new Admin team members on the ExFlow Data Capture platform

Responsible for the Accounting department’s internal and external communication:

• Monitor and maintain communication with vendors and internal requests that come through the Accounting email with an SLA of 24 hours

• Responsible for ensuring all signed materials through Docusign have been processed in a timely manner

• Assist Operators with appropriate admin form distribution on behalf of Accounting

• Research vendor requests for past due invoices on behalf of the Accounts Payable team

• Responsible for completing all credit application requests with the support of the legal department

Oversee the onboarding, maintaining, and assisting employees on the Company Credit Card Program

• Request and onboard new employees onto CC 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.  

• Send out delinquent letters to employees who have transactions 60+ days old

Responsible for Vendor Onboarding and Maintenance:

• Accurately set up new and update existing vendor information (W9, ACH banking, Contract/First Invoice) into D365

• Confirm banking information and changes with the vendors

• Update the Companies vendor Guide with necessary changes when needed

• Regularly review, validate and reconcile vendor data to prevent errors and fraud

• Must be able to collaborate in-person with occasional impromptu in-person meetings

• Other duties as assigned

Skills:

• Conscientious about the timeliness of assignments and quality of work product

• Must be able to handle multiple priorities in a fast-paced environment while meeting required reporting deadlines<