AP Exflow and Vendor Specialist

Dutch Bros Coffee; Tempe (AZ); On-site; USD 52,000 - 68,000; Full time

Job summary

Dutch Bros Coffee is seeking an AP/ExFlow Specialist to process invoices in Microsoft D365 and ExFlow, onboard new vendors, and manage vendor data. You will handle the AP email queue via Zendesk, route inquiries for approval, and ensure timely processing across systems.

Responsibilities include onboarding employees to the Company Credit Card program, reconciling invoices and reimbursements, and supporting the AP team with internal and external communications.

Qualifications

• Minimum 3–4 years of Accounts Payable and/or administrative experience.
• High school diploma or GED required.

Responsibilities

• Process invoices via ExFlow and D365.
• onboard and maintain vendors; verify W9s and banking info.
• Manage AP email and finance communications via Zendesk.
• Assist with vendor inquiries and past-due invoices.
• Print, file, and store AP documents; obtain signatures via Docusign.

Skills

Organization

Attention to Detail

Written communication

Teamwork

Adaptable

Initiative

Prioritization

Education

High school diploma or GED

Tools

Microsoft D365

ExFlow

Docusign

Zendesk

Job description

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 invoice processing in Microsoft D365 and Exflow. The AP ExFlow Specialist will onboard new vendors and vendor maintenance. This position will help manage the Finance email through a Zendesk ticketing system. This includes directing emails to the proper personnel for approval or processing the invoices into D365 or ExFlow as appropriate, and tracking the completion of all tickets. In addition, this position will onboard and maintain employees in the Company Credit Card program.Key Result Areas (KRAs):Exflow Invoice intake and Finance email/mail support:Process Accounts payable mail. Distribute invoices and checksTrack, manage, and document all financial account information appropriately and timelyResponsible for the distribution of appropriate materials to the correct entity Accounts Payable teams dailySupport the Accounts Payable department with internal and external communication regarding invoices and vendors.Monitor and maintain communication with vendors and internal requests that come through the Accounting email within 24 hoursDistribute emails to the necessary point of contactMaintain offsite storageSupport and help process all invoices through Exflow/Data CaptureSeek proper approval and reconcile all submitted reimbursements and invoices Print all invoices, bills, and further support for the Accounts Payable teamResponsible for ensuring all signed materials through Docusign have been processed in a timely mannerAssist vendors with past-due invoice inquiries by cross-referencing statements in the accounting systemsProcess franchisee COGS and quarterlies prior to due datesEnsure all invoices from the finance email are sent and captured in ExFlow Data CaptureRetrieve new vendor information(W9, ACH Paperwork, Contract/First Invoice) and enter information into D365Confirm banking information with vendorBe go-to-person for expertise, assistance and problem solving with vendor addsUpdate Vendor Guide with necessary changes when neededResponsible for Vendor maintenance:Vendor creation in the Microsoft D365 Accounting softwareRequest W9s from new vendors, perform TIN checkBe a resource for any account troubleshooting or other requested account setups with internal HQ departmentsHandle sensitive information in a confidential mannerBe a resource for Accounts Payable team members in providing additional support for all requests and projectsBreak out complex invoices per entity when necessary in support of the Accounts Payable teamResponsible for retrieving appropriate shop coding and PO numbers for necessary materialsAssist in the training of new Accounts Payable team members on the ExFlow Data Capture platformCreate vendors in Microsoft D365Reconcile Check outsourcing report from Chase Bank daily for all company entitiesOnboard Company Credit Cards for HQ and Shop Employees:Request and onboard new employees onto Company Credit Card ProgramRequest new cards for employees who lost or had their cards stolenBe 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.Must be able to collaborate in-person with occasional impromptu in-person meetingsOther duties as assignedSkills:OrganizationAttention to DetailWritten communicationTeamworkAdaptableInitiativeEffective PrioritizationJob Qualifications:3-4 years of Accounts Payable and/or administrative experience, requiredMust demonstrate stellar verbal and written communication and problem-solving skillsTwo years of bookkeeping or related experience, preferredDutch Bros experience, preferredHigh school diploma or GED, requiredLocation Requirement:This role is located in the Tempe, Arizona. This position is required to be in office 4 days per week (Mon-Thurs); Fridays are optional remote work days.Physical Requirements:In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptionsMust be able to collaborate in-person with occasional impromptu in-person meetingsOffice Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levelsMobility : Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches. Must be able to occasionally move or lift office items up to 25 poundsHearing Requirements: Hearing must be sufficient or correctable to ensure a clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed.Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively.Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visual tools. Use of corrective lenses or other measures to meet visual requirements is expected if needed.Technology Proficiency: Must be proficient in operating a computer and other office productivity tools such as printers, scanners, and collaboration software.Effective Communication: Must possess strong verbal and written communication skills to interact effectively with team members, clients, and other stakeholders via email, video conferencing, and other in office communication tools.Compensation:DOEIf you like wild growth and working in a unique and fun environment, surrounded by positive community, you'll enjoy your career with us!