Accounts Payable Specialist

King City Gardens; Cincinnati, Northern (OH, KY); Hybrid; USD 52,000 - 67,000; Full time

Job summary

King City Gardens is seeking a detail-oriented Accounts Payable Specialist to lead AP operations across our grow facility and three dispensaries in Ohio. The role requires organization, tech-savviness, and clear communication with vendors and internal teams across multiple sites.

You will manage AP email workflows, collect vendor onboarding documentation, and ensure proper W-9 and 1099 compliance. Weekly AP aging reports and rigorous audit-ready documentation are integral to this role.

Qualifications

• Experience handling accounts payable processes across multiple locations.
• Attention to vendor documentation and compliance with tax forms (W-9).
• Ability to prepare and review AP aging reports and support month-end close.

Responsibilities

• Own day-to-day accounts payable operations across all King City Gardens locations.
• Serve as the primary AP contact for vendors and internal teams.
• Manage AP email inboxes and resolve vendor inquiries.
• Collect vendor documentation (tax forms, banking info) for setup.
• Maintain 1099 reporting compliance and vendor classification.
• Prepare and share weekly AP aging reports for approvals.
• Collect invoice approvals per purchase approval matrix.
• Code, enter, and process invoices in the accounting system across entities.
• Maintain audit-ready documentation and audit trail.

Skills

Accounts payable

Vendor management

Invoicing

W-9 compliance

AP aging reports

Tools

Accounting software

Job description

We are seeking a detail-oriented and proactive Accounts Payable (AP) Specialist to join our growing finance team and run point on all AP operations across King City Gardens' locations, currently a grow facility and three dispensaries, with additional locations and states planned as the company grows. This role owns the day-to-day accounts payable operations company-wide, ensuring accuracy, timeliness, and compliance in all vendor-related transactions. The ideal candidate is highly organized, tech-savvy, and capable of communicating clearly and professionally with vendors and internal team members across multiple locations.

Serve as the primary point of contact for accounts payable across all company locations — currently a grow facility and three dispensaries — scaling as new locations and states come online.

Manage AP email inboxes, ensuring timely responses and resolution of vendor inquiries.

Collect new vendor documentation, including tax forms and banking information, to be approved and set up in the accounting system by the Sr. Accountant.

Maintain compliance with 1099 reporting requirements, including vendor classification and W-9 documentation.

Prepare and distribute weekly AP aging reports to the Sr. Accountants for payment selection. Sr. Accountants will forward payment selections to the Controller and owners for approval and payment.

Collect invoice approval from key department managers according to the purchase approval matrix.

Manage invoice coding, entry, and processing in the accounting system across all entities and locations. Maintain documentation to support the audit trail.