Accounts Payable / Accounts Receivable (AP/AR) Specialist

Broadway Dallas, Inc. • Dallas, TX

2d • Hybrid

About The Position

Join a department of dedicated finance and administration professionals who support fellow employees, contractors, vendors, renters, and artists working out of the historic century-old Music Hall at Fair Park. As one of the region’s leading nonprofit arts organizations, each year Broadway Dallas presents approximately 18 weeks of touring Broadway performances and dozens of concert, spoken word, and other events at the Music Hall at Fair Park, and another 2 to 4 weeks of Broadway at the Winspear. Additionally, Broadway Dallas is proud of its growing education and community work in classrooms and throughout the community in North Texas and beyond.

The AP/AR Specialist is responsible for overseeing and managing the efficient and accurate processing of all accounts payable and accounts receivable transactions within the organization. Responsible for building strong relationships with vendors. Essential in maintaining accurate financial records, crafting and ensuring compliance with company policies and procedures, and maintaining strong relationships with internal stakeholders. Prepares reports and analyses, makes recommendations, drives process improvements, and uses technology to enhance efficiency and accuracy in the payment process.

This position requires regular on-site work in and around the Music Hall at Fair Park. Familiarity with Fair Park and its surrounding neighborhoods is strongly preferred.

Requirements

• Bachelor’s degree in accounting, finance, or a related field, plus one (1) year of relevant experience in accounts payable/receivable or general accounting. This requirement may be met by a combination of college education and relevant experience for at least five (5) years total, provided the candidate has a high school diploma or equivalent.
• Demonstrated understanding of accounting principles and practices, particularly in accounts payable/accounts receivable management.
• Familiarity with AP/AR automation tools and electronic payment platforms.
• Familiarity with ERP systems and accounting software.
• Knowledge of accounts payable workflows, tax compliance (e.g., 1099), and contract/vendor management.
• Proficient in Excel with knowledge of vlookup, PivotTables, and data manipulation with multiple file formats.
• Demonstrated expertise in analysis and problem-solving.
• Demonstrated success in prioritizing tasks, managing workload efficiently, and meeting deadlines to achieve organizational goals.
• Demonstrated attention to detail and accuracy in processing invoices and payments.
• Demonstrated success in working independently and collaboratively in a team environment.
• Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders.
• Access to consistent method of transport to/from the Music Hall at Fair Park and other designated work locations (venues, off-site event/meeting sites, etc.).

Nice To Haves

• Proficient in AvidInvoice and Avidpay
• Proficient in Oracle NetSuite.
• Exposure to general ledger.
• Demonstrated experience with both nonprofit 501(c)(3) accounting as well as traditional business accounting.
• Knowledge of credit and collection laws and regulations.
• Demonstrated appreciation of musical theatre or the performing arts in general.

Responsibilities

• Oversee the end-to-end accounts payable operation, including invoice processing, check requests, payment runs, expense report management, the credit card program, and other cash management activities.
• Work with the Director of Accounting to develop processes and procedures to pay vendors on time, and to reimburse employees on time.
• Enforce accounts payable policies and procedures.
• Ensure all payments are processed accurately, in a timely manner, and in compliance with company policies and regulatory requirements.
• Review, verify, and process vendor invoices for accuracy and proper authorization. Match invoices to contracts and/or purchase orders and resolve discrepancies promptly. Enter invoice data into AvidInvoice and NetSuite as necessary.
• Prepare and process electronic payments (ACH, wire transfers) and checks.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Serve as the primary contact for vendor and internal stakeholder inquiries regarding payments and account status.
• Reconcile vendor statements, resolve outstanding balances or discrepancies, analyze late payments, and assess payment discounts and vendor terms with vendors as needed.
• Manage the company credit card program, including credit card agreements and card issuance, managing credit limits, ensuring users submit timely and supervisors approve supporting documentation, and producing reports.
• Prepare, mail, and file with the Internal Revenue Service (IRS) the 1099 and 1096 tax reports and related documentation for Broadway Dallas and associated business entities.
• Manage escheatment process and submit reports annually to the State of Texas.
• Purge records according to the records management schedule.
• Oversee the end-to-end accounts receivable operation, including monitoring customer accounts for timely payments and following up on overdue invoices through calls, emails, or other written correspondence.
• Work with the Director of Accounting to develop accounts receivable processes and procedures.
• Enforce accounts receivable policies and procedures.
• Ensure all payments received are processed accurately, in a timely manner, and in compliance with company policies and regulatory requirements.
• Apply incoming payments to general ledger (post deposit entries).
• Reconcile unapplied cash.
• Serve as the primary contact for external and internal stakeholder inquiries regarding payments and account status.
• Implement and monitor internal controls to safeguard company assets and prevent fraud.
• Maintain organized and accurate records of invoices, payments, and correspondence.
• Ensure compliance with company policies, financial regulations, and tax requirements (e.g., sales/use tax and 1099 reporting).
• Collaborate with auditors to support internal and external audit requests and to ensure accuracy and compliance.
• Identify and implement opportunities for process automation and efficiency improvements within the AP/AR workflow.
• Leverage AP/AR automation tools and Enterprise Resource Planning (ERP) systems to streamline processes and reduce manual effort.
• Stay informed about changes in accounting regulations, emerging technologies, and best practices in accounts payable/accounts receivable management.
• Oversee the implementation and maintenance of accounts payable/accounts receivable software and systems.
• Prepare and present AP/AR metrics and reports, including aging reports, vendor spend analyses, and payment activity summaries.
• Monitor key performance indicators (KPIs) to track performance and identify areas for improvement.
• Support the monthly and annual close processes by completing all activities on time and accurately, and providing documentation and schedules as needed.
• Strictly adhere to deadlines.
• Reconcile accounts payable and accounts receivable subledgers and general ledger.
• Record journal entries to general ledger accounts.
• Reconcile petty cash.
• Other duties as assigned.

Benefits

• Generous benefits package including health, dental, and vision insurance, participation in the organization retirement plan, PTO allowance, and other benefits allotted to full-time employees
• Employee Assistance Program
• Drug/Alcohol Free and Safe Workplace, and Anti-Harassment Policies
• Professional development opportunities, including training and seminars on topics such as Equity, Diversity, Inclusion, & Access (EDIA), safe space training, and other opportunities as available
• Occasional access to complimentary tickets to theatrical performances in the Music Hall and at surrounding arts organizations

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level