Accounting Specialist – AP/AR

Accounting Specialist – AP/AR

Location: Baton Rouge, LA 70802
Schedule: Monday–Friday, 8:00 AM–4:30 PM
Job Type: Full-time
Pay: $20.00–$22.00 per hour
Work Arrangement: Hybrid

Job Summary

We are seeking a detail-oriented Accounting Specialist – AP/AR to support the day-to-day accounting operations of our Midwest and industrial services companies. This position will be responsible for a variety of accounts payable, accounts receivable, billing, cash receipts, account reconciliation, customer and vendor maintenance, and general accounting support functions.

The ideal candidate will be organized, dependable, comfortable working with financial information, and able to manage multiple priorities while maintaining a high level of accuracy. Experience with Viewpoint or similar accounting software is preferred.

Essential Duties and Responsibilities

Accounts Payable

• Enter and process accounts payable invoices, including obtaining required approvals and verifying coding and supporting documentation.
• Reconcile vendor statements and communicate with vendors regarding invoices, payments, and account discrepancies.
• Set up and maintain vendor accounts in accordance with company requirements, including obtaining and maintaining W-9 documentation.
• Prepare weekly checks for printing, matching, and mailing.
• Maintain monthly credit card reconciliations, including coding transactions and maintaining receipts.
• Maintain monthly fuel reconciliations, including coding transactions and supporting documentation.
• Assist with payroll-related tax and garnishment postings as needed.

Accounts Receivable & Billing

• Set up new customers in accordance with company requirements and maintain accurate customer records.
• Prepare and enter customer invoices based on contracts, purchase orders, job support documentation, and established billing requirements.
• Assist with lump-sum and other contract-based billings as needed.
• Enter invoices into Viewpoint based on billings generated through third-party customer systems.
• Post customer payments, including ACH receipts and checks, and ensure payments are accurately applied to customer accounts.
• Post intercompany payments.
• Monitor accounts receivable aging and follow up with customers regarding past-due invoices and payment status.
• Research and resolve billing, payment, and account discrepancies.
• Monitor customer-specific payment systems and payment advice, including GEP and other customer portals, as applicable.

Cash & Bank Support

• Post daily ACH receipts and customer checks for assigned companies in Viewpoint.
• Assist with daily bank activity and cash receipt reconciliation.
• Maintain accurate records of cash receipts, deposits, and related transactions.

Customer & Vendor Administration

• Complete new customer and contract prequalification paperwork.
• Maintain customer compliance documentation, including direct payment and resale certificates.
• Request and maintain Certificates of Insurance for new and existing customers.
• Maintain accurate vendor and customer records in accounting systems.
• Communicate professionally with customers and vendors to resolve questions and obtain required information.

Reporting & Administrative Support

• Maintain organized electronic and physical records supporting accounting and reporting activities.
• Assist other departments with accounting-related documentation and reporting as needed.
• Perform other duties as assigned.

Qualifications

• Previous experience in accounts payable, accounts receivable, billing, or general accounting required.
• Experience working with both AP and AR functions strongly preferred.
• Experience with accounting or ERP software; Viewpoint experience is a plus.
• Experience with spreadsheets, Microsoft Excel, and Microsoft Office.
• Strong data entry and reconciliation skills.
• Ability to accurately calculate, enter, post, and reconcile financial information.
• Strong attention to detail and accuracy.
• Ability to review invoices, purchase orders, contracts, and supporting documentation.
• Strong organizational and time-management skills.
• Ability to communicate effectively with customers, vendors, and internal departments.
• Ability to maintain confidentiality of financial and company information.
• Ability to work independently while also functioning effectively as part of a team.

Preferred Experience

• Viewpoint accounting software
• Industrial construction or industrial services environment
• Contract or project-based billing
• Customer-specific billing portals
• AP/AR and cash receipt processing
• Vendor and customer account maintenance
• Bank reconciliation or cash management experience

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off

Work Environment

This position is primarily remote based. The employee will routinely work with accounting systems, financial records, customer and vendor information, and internal company documentation. Accuracy, confidentiality, organization, and timely follow-up are essential to success in this role.

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Viewpoint: 1 year (Required)

Work Location: Hybrid remote in Baton Rouge, LA 70802

Salary : $20 - $22