Accounts Receivable and Payables Specialist

QUALITY SYSTEM RESPONSIBILITY: 

Irrespective of other responsibilities, have the freedom and authority to initiate action to prevent product non-conformity, identify and record quality problems, recommend solutions, verify implementation, and control further process until the deficiency has been corrected.

 POSITION SCOPE: The Accounts Receivable & Accounts Payable Specialist is responsible for managing the company’s daily receivables and payables activities to ensure accurate financial records and timely cash flow. This role supports the accounting function by processing customer invoices, collecting payments, managing vendor invoices, and coordinating timely disbursements. The position works closely with sales, purchasing, operations, and vendors to resolve discrepancies and maintain strong financial controls.

The role ensures that customer accounts are billed accurately and payments are collected in accordance with company credit policies, while also verifying vendor invoices, matching purchase orders and receiving documentation, and processing payments according to approved terms. The specialist maintains organized financial records, reconciles account balances, assists with month-end close activities, and supports audit and reporting requirements.

This position plays an important role in maintaining positive relationships with customers and vendors while supporting the accuracy, efficiency, and integrity of the company’s accounting processes.

ACCOUNT RECEIVABLE KEY DUTIES AND RESPONSIBILITIES: 

1. Prepare all invoices to customers.
2. Ensure that invoices and shipping information are accurate and that they are in accordance with the terms of the sale.
3. Assist Service Department with billings.
4. Prepare all credit memos and ensure that proper documentation and approval has been obtained for each credit memo.
5. Communicate with the customers regarding due and past due payments.
6. Work with customers and banks to ensure that letters of credit are proper and that payments under letters of credit are received on a timely basis.
7. Recommend to management regarding credit limits and withholding of credit and retain proper documentation of decisions regarding credit limits.
8. Maintain customer files for invoicing and payments and issues regarding the same.
9. Review for accuracy all freight bills.
10. Balance incoming cash and invoicing on a daily basis and maintain and balance customer deposits.
11. Prepare daily, weekly, and monthly reports, as required, regarding incoming cash and A/R, including forecasting.
12. Assist shipping and marketing with all shipments to ensure accuracy.
13. Assist in year-end audit request.

ACCOUNTS PAYABLE KEY DUTIES AND RESPONSIBILITES:

1. Process vendor invoices accurately and in a timely manner.
2. Perform three-way matching of purchase orders, receiving documents, and vendor invoices.
3. Code invoices to appropriate general ledger accounts and cost centers.
4. Prepare and process weekly check runs, ACH, and wire payments.
5. Reconcile vendor statements and resolve discrepancies.
6. Maintain accurate vendor records and documentation, including W-9 forms.
7. Assist with month-end close activities, including reconciliations and accruals.
8. Support preparation of 1099 reporting.
9. Ensure compliance with company internal controls and purchasing policies.
10. Maintain organized records for audit support.

OTHER DUTIES AND RESPONSIBILITIES:

1. Serve as backup for answering switchboard when needed.
2. Maintain familiarity with work activity of co-workers to assist when necessary.
3. Follow all applicable safety procedures and policies as outlined in the BMG Employee Handbook.
4. Maintain good housekeeping in work area.

EDUCATION/QUALIFICATIONS: 

1. A high school diploma or equivalent required, some higher education in accounting desirable.
2. 3 – 5 years’ experience preferred.
3. Basic computer skills.
4. Strong oral and written communication skills.
5. Strong organizational skills. 

ENVIRONMENT/PHYSICAL REQUIREMENTS: 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 lbs at times.
• Must be able to access and navigate each department at the organization’s facilities (i.e. climb stairs, ladders, etc.)