Accounts Payable / Accounts Receivable Specialist
About The Position
The Accounts Payable & Accounts Receivable Specialist is responsible for managing the day-to-day accounts payable and accounts receivable functions of the organization. This position ensures the accurate and timely processing of vendor invoices, customer billings, collections, cash applications, account reconciliations, and financial record maintenance. The role supports month-end close activities, financial reporting, internal controls, and audit requirements while maintaining strong relationships with vendors, customers, project managers, and internal departments. The ideal candidate will possess strong accounting knowledge, excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Requirements
- A Bachelor's Degree in Accounting is required
- 3 years of accounting experience is required
- Ability to apply advanced mathematical concepts such as financial and interest calculations.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
- Intermediate knowledge of QuickBooks, Excel, Word and Gmail.
Nice To Haves
- Industry experience: construction, HVAC is preferred.
- Experience with Sage is preferred.
Responsibilities
- Review and verify vendor invoices for accuracy and compliance with contract terms and vendor agreements. Ensure proper documentation, including lien waivers, insurance certificates, and progress reports, is submitted with invoices.
- Process vendor invoices accurately and timely in accordance with company policies and procedures.
- Ensure timely payments to vendors in accordance with agreed payment terms.
- Reconcile vendor statements and resolve payment discrepancies.
- Reconcile payments and resolve discrepancies with subcontractors, vendors, and project managers.
- Prepare payment batches, including checks, ACH transfers, wire payments, and credit card transactions.
- Collaborate with project managers, labor compliance personnel, and legal teams to address vendor payment issues.
- Maintain accurate records of vendor payments and outstanding balances.
- Generate reports related to vendor payments and outstanding balances.
- Maintain effective communication with vendors regarding payment status and account inquiries.
- Ensure AP processes comply with internal controls, audit requirements, and company policies.
- Provide documentation and support for internal and external audits.
- Prepare and process customer invoices accurately and timely.
- Ensure proper billing in accordance with contract terms, project milestones, and customer requirements.
- Monitor customer account balances and aging reports.
- Apply customer payments accurately and timely.
- Reconcile customer accounts and investigate payment discrepancies.
- Follow up on past-due invoices and collections activities.
- Communicate professionally with customers regarding outstanding balances and payment arrangements.
- Maintain detailed records of delinquent accounts and collection efforts.
- Research and resolve billing disputes and customer inquiries.
- Generate AR aging reports and collection status reports for management.
- Assist in managing customer credit information and account setup.
- Support revenue recognition processes and ensure accurate recording of customer transactions.
- Work with project managers and operations teams to resolve customer billing issues.
- Assist in maintaining accurate and up-to-date general ledger records, including journal entries and adjustments.
- Assist with month-end, quarter-end, and year-end close processes.
- Prepare account reconciliations and supporting schedules.
- Ensure accounting records are maintained accurately and in accordance with company policies.
- Assist with audit requests and provide supporting documentation.
- Perform additional accounting duties and special projects as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
