Accounts Payable/Accounts Receivable Administrator

Historic New England•Haverhill, MA

About The Position

The Accounts Payable and Receivable Specialist supports Historic New England’s Business Services team by processing vendor payments and employee reimbursements and managing tenant billing and payment records. The position ensures transactions are accurate, properly documented and approved, and processed on time in accordance with organizational policies. The role manages accounts payable activities, including invoice intake and review, payment preparation, corporate card transactions, vendor documentation, employee reimbursements, utility payments, and responses to vendor and employee inquiries. It also manages tenant billing and payment records, issues monthly invoices, tracks balances and collections, and prepares accounts receivable reports. General support includes maintaining source-document files and keeping postage meters operational.

Requirements

High school diploma or equivalent.
At least two years of relevant accounting or bookkeeping experience, including accounts payable processing.
Experience using computerized accounting software to process accounts payable.
Working knowledge of Microsoft Office applications, including Excel and Outlook.
Strong attention to detail and the ability to maintain accurate financial records.
Ability to organize work, manage competing priorities, and meet payment and billing deadlines.
Ability to research discrepancies, resolve routine issues, and recognize when additional review is needed.
Clear, professional communication skills and the ability to work effectively with vendors, tenants, and staff across the organization.
Ability to work independently and collaboratively as part of a team.
Ability to handle confidential financial and organizational information with discretion.

Nice To Haves

Accounts receivable experience.

Responsibilities

Manage the accounts payable email inbox and incoming paper invoices, ensuring invoices and inquiries are addressed promptly.
Review invoices and payment requests for accuracy, supporting documentation, appropriate approval, and correct general ledger coding.
Enter invoices and prepare payment batches, including checks and ACH payments, for review and authorization.
Distribute approved payments and required supporting documentation to vendors.
Review and code corporate credit card transactions, obtain required approvals and receipts, and process payments.
Collect and maintain vendor documentation, including Forms W-9 and certificates of insurance, and route documents to appropriate staff.
Review and process employee travel and expense reimbursements and petty cash submissions in accordance with organizational policies.
Coordinate utility invoice processing and payment for all sites, primarily through the corporate credit card, and maintain records to identify missing invoices and prevent late or duplicate payments.
Respond to vendor and employee inquiries and research invoice discrepancies, outstanding balances, and payment issues.
Bring unresolved discrepancies or unusual transactions to the Assistant Controller.
Maintain and track tenant lease information to ensure accurate billing and timely updates to tenant accounts.
Generate and issue monthly tenant invoices.
Record and apply tenant payments in the accounting system.
Prepare monthly accounts receivable and aging reports for review by the Assistant Controller.
Monitor tenant account balances, follow up on past-due payments, and document collection communications.
Escalate delinquent accounts to the Assistant Controller for additional collection efforts as needed.
Research billing and payment discrepancies and report unresolved issues to the Assistant Controller.
Maintain an accurate and accessible filing system for all payable and receivable source documents.
Ensure postage meters remain operational and troubleshoot issues as needed.
Perform other duties as assigned.