What are the responsibilities and job description for the AP & AR Associate position at Total Warranty Services?
The team is responsible for the full-cycle Accounts Receivable (“AR”) and Accounts Payable (“AP”) processes wherein TWS collects funds from dealership clients and remits payments to authorized payees. The Associate’s primary tasks include, but are not limited to, creating and maintaining Excel schedules and import templates, posting transactions in the accounting system of record, sending customer statements/invoices to customers, preparing payment selections and settlement runs, sending remittance advice to payees for initiated payments, performing payment reconciliations, and closely monitoring and handling aged balances. This person must be very comfortable managing large volumes (10K lines) of data in Excel, and s/he must be very detail-oriented, always following through to ensure tasks are completed accurately. To perform this job successfully, the candidate must be a proactive, dependable team player with a great customer service orientation and ability to learn quickly.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Build and maintain Excel-based schedules, import templates, reconciliations, and ad hoc reports
- Adhere to tight timeline in monthly billing process to import thousands of rows of invoice data each month
- Monthly, review hundreds of customer statements against support before uploading statements to the Dealer Portal
- Prepare payment selections for review, and prepare settlement runs for approval
- Assist with and own detailed payment reconciliations for certain clients, especially clients who pay via check and short-pay, pre-pay, or over-pay their outstanding balance
- Review credit balances on customer accounts, and propose whether TWS should refund the customer or hold onto the credit balance
- Run the Aging report each month and recommend how open balances should be addressed
- Perform dunning exercises for outstanding customer balances, exhibiting excellent customer service and strong communication skills
- Assist with detailed reconciliations of General Ledger account activity in the accounting system of record
- Reconcile variances between accounting system’s general ledger and the AR aging
- Assist with reconciling and summarizing any balances found at month-end in clearing accounts
- Understand our growing client population and request updates to customer profiles and supplier profiles as necessary to improve organization and/or streamline payment processes
- Maintain segregation of duties and uphold strong control environment when processing transactions
- Consistently maintain highly organized scans/electronic filing for record keeping
- Support process improvement and automation initiatives
- Must communicate clearly, courteously, and effectively with external and internal stakeholders on behalf of the department
- Display initiative and consistently follow-through
- Demonstrate flexibility to multi-task and effectively balance priorities to meet tight deadlines in a fast-paced environment