Accounts Collections/Accounts Payable Specialist

Job Description

The Accounts Receivable Collections/Accounts Payable Specialist is responsible for processing the full cycle of vendor payments and customer collections for a $100M company, ensuring accuracy, timeliness, and compliance with company policies. This role oversees invoice processing, payment runs, cash application, and reconciliation of accounts, while proactively following up on past-due receivables to maintain healthy cash flow. The ideal candidate has solid AR and AP experience in a mid-sized large company environment ($100M revenue) with an emphasis on customer collections, strong attention to detail, and a commitment to process accuracy and efficiency. This position is responsible for AR and AP processing for multiple entities.

Essential Job Functions

• Monitor accounts receivable aging reports to identify delinquent accounts and prioritize collection efforts.
• Contact customers via phone, email, or written correspondence to resolve past-due balances and secure timely payment.
• Investigate and reconcile payment discrepancies, short pays, and disputed invoices in coordination with sales, operations, and accounting teams.
• Maintain accurate documentation of collection activities, communications, and payment commitments in the accounting system.
• Assist in developing and improving collection procedures to enhance cash flow and reduce days sales outstanding (DSO).
• Process vendor invoices, ensuring proper coding, approvals, and accuracy with purchase orders and receipts. Use workflow in accounting system to ensure invoices are approved by the appropriate party.
• Keep track of vendor payments using accounting system and spreadsheet schedules for utilities and other recurring vendors.
• Pay vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Reconcile credit card accounts and allocate charges to different companies.
• Process employee expenses within the company credit card portal.
• Obtain information from other departments to ensure records are accurate and complete and that accounts payable ledgers and journals are up to date.
• Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts payables’ data.
• Reconcile the accounts payable ledger to ensure that all payments are accounted for and properly posted. In addition, reconcile monthly vendor statements.
• Investigate and resolve any payment discrepancies or disputes in a professional and timely manner.
• Assist with month-end and year-end closing activities by preparing reconciliations and reports for management.
• Maintain and update customer/vendor files, including name or address changes, mergers, or mailing attentions.
• Generate financial statements and reports detailing the current status of accounts payable status including aging reports.
• Assist the accounts receivable department with cash application, customer refunds and other duties as needed.

What We Are Looking For

• 3-5 years of collections/accounts payable experience
• High school diploma, GED, or equivalent required
• Experience processing collections for multiple companies
• Experience with operating spreadsheets
• Ability to meticulously calculate, post and manage accounting figures in a timely manner
• Experience with accounting software and online platforms
• Exceptional communication skills is a must
• Understanding of basic principles of finance, accounting, and bookkeeping
• Superb time management skills and detail orientation
• Great interpersonal and communication skills
• Ability to maintain confidentiality of company, customer, and vendor information
• Strong mathematical skills
• Proficiency in Microsoft products a must