Accounts Payable and Accounts Receivable

Description

Job Location: Union City, CA

FLSA: Exempt

Reporting Structure: Fuel Administrator

Salary Range: $73,000–$76,000 annually

Join Our Growing Team!

Vintners Distributors is the corporate arm that oversees West Coast Convenience, Eaton Foods, Eatswell, and Prohas Enterprises. Its portfolio includes Loop Neighborhood Market, Poppy Market, other gas brands, Krispy Krunchy Chicken, and additional quick-service restaurant brands. Headquartered in Union City, CA, the company operates a growing network of convenience stores, fuel stations, and car washes across California. Founded in 1978, it also develops real estate and owns and operates its locations.

Vintners Distributors continues to expand and seeks customer-focused individuals who want to make an impact. We are committed to delivering high-quality, better-for-you products and an exceptional store experience, guided by our core values: People, Teamwork, Communication, Training, Results Matter, Fun, Customer-Centered, and Safety.

If you thrive in a fast-paced environment and are driven by service, innovation, and teamwork, we invite you to join us in redefining convenience for our customers every day.

Position Overview:

The Accounts Payable & Receivable supports the company’s wholesale fuel operations with a strong focus on accounts payable, accounts receivable, billing accuracy, and financial reconciliation. This full-time, salaried role is ideal for a detail-oriented professional who excels in financial data management, vendor and customer account coordination, and high-volume transactional environments.

This employee plays a critical role in ensuring accurate fuel billing, timely collections, proper vendor payment processing, and clean financial records across multiple entities. The position works closely with accounting, logistics, and operations teams to maintain compliance, streamline workflows, and support the financial health of the wholesale fuel division.

Key Responsibilities:

1. Accounts Receivable (AR) Management

· Generate and issue fuel invoices for fleet, dealer, and wholesale customers with precision and timeliness.

· Monitor AR aging schedules, identify delinquent accounts, and coordinate collection efforts with internal stakeholders.

· Record customer payments, reconcile discrepancies, and ensure proper posting across entities.

· Investigate billing variances, pricing errors, and tax discrepancies related to fuel deliveries or transactions.

· Maintain accurate customer account profiles, credit limits, and documentation.

2. Accounts Payable (AP) Management

· Process vendor fuel invoices, verify pricing, taxes, freight, and delivery documentation.

· Reconcile vendor statements and resolve discrepancies related to fuel loads, bill of lading data, or system mismatches.

· Support timely vendor payments and ensure compliance with company AP policies.

· Assist with month-end AP close activities, including accruals and reconciliation of fuel-related expenses.

3. Fuel Program & Financial Operations

· Serve as a primary liaison for fleet and dealer fuel accounts, providing accurate and timely support.

· Partner with accounting to validate fuel pricing, tax structures, and system-generated billing.

· Analyze transaction trends, fuel volumes, and margin impacts using Excel and internal systems.

· Support internal audits, compliance reviews, and documentation requests.

4. Data & Reporting

· Produce weekly and monthly financial and operational reports for leadership and client needs.

· Track KPIs related to AR collections, AP processing timelines, billing accuracy, and fuel movement.

· Maintain organized digital records to ensure audit readiness and regulatory compliance.

5. Cross-Functional Collaboration

· Work closely with logistics to verify delivery data, bill of lading accuracy, and load reconciliation.

· Coordinate with compliance teams on tax reporting, environmental fees, and regulatory documentation.

· Support invoice approvals, vendor communication, and administrative tasks that impact financial workflows.

· Contribute to continuous improvement initiatives across fuel operations and financial processes.

Requirements

Requirements:

· Experience: 3–5+ years in accounts payable, accounts receivable, billing, or financial operations; fuel, logistics, energy, or transportation industry experience strongly preferred.

· Technical Skills: Proficiency in Microsoft Excel; ability to learn internal systems quickly.

· Communication: Strong written and verbal communication skills with both internal teams and external partners.

· Analytical Ability: High attention to detail with the ability to identify trends, troubleshoot issues, and resolve discrepancies.

· Time Management: Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

· Team Orientation: Works well independently and collaboratively.

Benefits:

· Comprehensive Health Insurance

· Paid Time Off & Holidays

· 401(k) Retirement Plan with Company Match

· Opportunities for Professional Growth in a Stable, Expanding Company

Employee Incentives:

· 6 months to 3 years: $0.10 off per gallon

· 3 years to 5 years: $0.30 off per gallon

· 5+ years: $0.40 off per gallon Maximum 20 gallons and 2 fill-ups per week

Disclaimer

The list of requirements, duties, and responsibilities listed above is not exhaustive. It is a general summary of the position. Management reserves the right to revise or change this position description at any time. The company reserves the right to run background checks as a condition of employment.