AR-AP Specialist (Accounting Assistant) (Finance and Accounting)

Overview

We don’t have jobs, we have careers! We don’t have employees, we have cleaning specialists! Total Cleaning provides complete managed facility services including daily and weekly cleaning for facilities including: hospitals, medical facilities, schools, office buildings, commercial warehouse spaces, and Home Owner’s Associations. We also offer construction cleaning and marble services (move-in ready post construction clean up for corporate buildings, residential properties, condominiums, home builders, complete marble care). Our single priority is to exceed our customers’ highest level of expectation by providing them with impeccable managed facility services that center around clear communication, strong quality control processes, attention to detail and accountability. Total Cleaning has been providing premier commercial cleaning services throughout Florida since 1989. Our commitment to continuing education ensures that our team receives ongoing training in order to provide the highest quality cleaning service available. We believe that our cleaning specialists’ abilities, knowledge and experience will further Total Cleaning’s growth and success, and in turn, will help our cleaning specialists’ achieve their personal and career goals and successes.

Job Skills / Requirements

Basic Function: AR/AP Specialist - Accounting Assistant is responsible for collections of outstanding accounts receivable dollars from the existing client base and all other aspects of collections, maintaining collections records in the IT System, resolving customer billing problems and anticipating and resolving accounts receivable delinquency as we as timely maintaining the client master file (contacts, credit risk, etc.). This represents about 3/5 of the time.

The AP/accounting assistant helps processing AP invoices and other paperwork in the IT System, prepare the check runs and assist with documents filing and archives.

Key Responsibilities:

The duties of a B2B Collections Specialist include collection calls and/or correspondence in a fast-paced goal-oriented collections department: Process collection (check remote deposit, credit card processing, etc.).

• Providing customer service regarding collection issues, process customer refunds, process and review account adjustments, resolve client discrepancies, short payments and account reconciliations. Responsible for monitoring and maintaining all accounts- Customer calls, account adjustments, small balance write-off, customer reconciliations and processing credit memos.
• Accountable for anticipating and reducing delinquency of all accounts.
• Enlist the efforts of sales and senior management when necessary to accelerate the collection process.
• Must communicate & follow up effectively with sales and Operations departments regarding customer accounts on a timely basis.
• Establish and maintain effective and cooperative working relationships with operations and sales. 
• Prepare and submit pay applications
• Uploading AR invoices to vendor portals as designated by Client and set up and maintain portal up-to-
• date.
• Manage liens on services properties as needed to secure payments
• Maintain the collection records updated in a timely manner in the IT System.
• Prepare weekly collections KPI and reports

Assist in the AP and accounting department on general duties as assigned:

• Enter PO related (ensuring 3-way matching) and no PO related invoices
• Prepare check run, credit card payments and ACH in accordance with terms
• Maintain vendor master file accurate and up to date
• Answering vendor requests
• Establish and maintain effective and cooperative working relationships with operations, supply chain and purchasing agents

Essential Functions: 

• Must understand how to collect using an aging report, DSO and call list.
• Must have strong commercial collections – Mid-sized companies preferred.
• Monthly statements.
• Processing monthly credit memos and the appropriate reporting
• High volume phone calls to assigned delinquent customers
• Manage customers on the shutdown report
• Reconcile customer disputes as they pertain to payment of outstanding balances that are due
• Provide excellent & considerate customer service to operations.
• Internal and External customer interface
• Participating in team planning meetings
• Meet defined department goals and activity metrics
• Assist Accounts Payables with general ledger and account analysis.
• Assist A/P with data entry and filing.
• Ability to prioritize and manage multiple responsibilities.
• Cash Application on A/C
• Assist in all phases of accounting (Account Payables, Accounts Receivables) Perform other assigned tasks and duties necessary to support the Finance Department and business of the Company.

Required Skills:

• High School Diploma or equivalent required.
• 3-5 years High Volume corporate commercial Collections experience.
• Knowledge of Billing and Collections procedures
• Accounts Receivable knowledge/experience a plus
• Accounts Payable data entry and check run preparation
• Proficient with MS Office- especially Outlook 365
• Strong attention to detail, goal oriented
• Commitment to excellent customer service
• Excellent written and verbal communication abilities

Work Environment:

You wi

Education Requirements (All)

High School or GED
Associate Degree
Bachelors Degree

Additional Information / Benefits

We offer PTO (Vacation, Sick and Personal Time), Health Insurance, GAP Insurance, Dental Insurance and Vision Insurance, Hiring Bonus, Referral Bonus, Company paid holidays, Special Recognitions and Awards, and the chance to join an exciting growing company!

Our ideal candidates are:

• Passionate about exceeding customer expectations providing a worry-free experience.
• Looking to advance in their career and enjoy the rewards that come with working at a growing company that is positioned as an industry leader.
• Want to make people's lives better every single day.
• Want to join a team of dedicated professionals utilizing cutting edge technology to deliver best-in-class results.

Benefits: Medical Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays