AP/AR Specialist

Job Summary:

The Accounts Receivable/Accounts Payable Specialist is responsible for supporting the organization’s day-to-day financial operations by managing both the account receivable collections process and the account payable function. This position ensures timely collection of customer payments, accurate processing of vendor invoices, and maintenance of financial records in accordance with company policies and internal controls.

This role works closely with customers, vendors, sales, purchasing and operations to resolve payment issues, maintain accurate account information, and support month-end closing activities. The position reports to the Financial Administrator, who serves as the primary backup for this role.

Responsibilities:

Accounts Receivable

• Monitor customer accounts and proactively follow up on past due balances.
• Contact customers regarding outstanding invoices and resolve payment issues in a professional and timely manner.
• Maintain and review the Accounts Receivable aging report, escalating delinquent accounts when necessary.
• Research and resolve customer deductions, short payments, pricing discrepancies, and other billing issues by working with internal departments.
• Apply customer payments accurately and reconcile customer accounts.
• Process customer credit memos and adjustments as approved.
• Maintain accurate customer account records within the ERP system.
• Prepare aging reports and other receivable-related reports for management.
• Assist with month-end accounts receivable reconciliations.

Accounts Payable

• Process purchase order and non-purchase order invoices accurately and in a timely manner, ensuring proper approvals are obtained
• Verify invoice accuracy, pricing, coding, and supporting documentation.
• Process vendor payments through checks, ACH, wire transfers, and corporate credit cards.
• Ensure available vendor discounts are taken whenever possible.
• Reconcile vendor statements and resolve invoice discrepancies.
• Maintain vendor master records, including new vendor setup and required documentation.
• Collect and maintain vendor W-9 forms and assist with annual 1099 reporting.
• Calculate and process commission payments as assigned.
• Maintain organized accounts payable records in accordance with company retention policies.
• General Accounting & Administrative Support
• Assist with month-end closing activities, including account reconciliations and reporting.
• Support internal and external audits by providing requested documentation.
• Help maintain strong internal controls and identify opportunities for process improvements.
• Cross-train with other accounting team members to provide departmental backup.
• Maintain confidentiality of financial information.
• Perform other accounting and administrative duties as assigned.

Requirements/ Competencies:

• 2 years of Accounts Payable experience
• 2 years of Accounts Receivable experience
• Experience with basic Accounting functions
• Experience with Microsoft Office (emphasis on Excel spreadsheet applications)
• Great interpersonal skills
• Strong attention to detail
• Highly organized
• Demonstrates integrity and encourages ethical behavior and decision-making.
• Ability to work independently and collaboratively within a team

Physical Requirements:

The employee will occasionally move within the office to access office machinery, file cabinets, and collaborate with colleagues. Consistent use of office equipment, such equipment may include but not limited to computers, phones, printers, and copiers. The employee will be required to frequently communicate with both internal staff members as well as external parties or customers and must be able to convey accurate information. This job description reflects management’s assignment of essential functions, it does not exclude or restrict the tasks that may be assigned. This job description is subject to change based on company needs as expressed by management.