Accounts Payable/Receivable Specialist

Cogent Talent Solutions•Syracuse, NY

10d

About The Position

The AP & AR Specialist ensures the accounting system accurately and promptly reflects company obligations and earnings. The role owns accounts payable and assigned accounts receivable functions, ensuring expenses are correctly coded, documented, reconciled, and paid on time, and that completed work and approved changes are converted into timely, accurate customer billings. The work affects cash flow and planning, job-cost accuracy, month-end reporting, vendor relationships, and project profitability. The first six months are a training period; afterward, the employee is expected to perform both AP and AR functions with minimal oversight.

Requirements

Complete a six-month training period; afterward, perform both AP and AR functions with minimal oversight.
Accurately process invoices and accounting transactions, maintain supporting documentation, and reconcile accounts.
Organize and prioritize competing work and meet recurring weekly, monthly, and billing deadlines.
Communicate promptly about missing information, workload issues, and risks to deadlines.
Use company systems and automation to reduce duplicate entry and simplify assigned processes.

Responsibilities

Process vendor invoices promptly and accurately, including correct vendor, amount, invoice date, GL account, job, cost class, phase, task, and tax coding.
Maintain a steady daily invoice-processing pace and address missing information, approvals, posting errors, discrepancies, and duplicate entries.
Work with Project Managers and Foremen to obtain missing job, phase, task, PO, approval, or supporting information.
Scan and match invoices, packing slips, and POs; enter approved invoices into Foundation with supporting documentation and maintain organized electronic records.
Review vendor statements and maintain vendor records, including payment information, remittance addresses, W-9s, insurance certificates, WBE documentation, EINs, and other required information.
Verify new or changed vendor bank information by calling contact information already on file before making changes.
Verify subcontractor insurance certificates when contracts are signed and before each subcontractor payment.
Review AP aging and upcoming obligations; prepare vendor payments according to vendor terms and cash-management priorities.
Prepare checks, ACH/EFTs, credit card payments, and other vendor payments; obtain the required approvals and follow payment scheduling and check-signing procedures.
Resolve vendor questions concerning unpaid invoices and account discrepancies.
Complete Finvari imports and required posting activity on the established weekly schedule; reconcile company credit card accounts and statements and support reconciliation of other assigned accounts.
Review credit card activity for missing receipts, coding errors, duplicate charges, and unusual transactions.
Match invoices to purchase orders and job documentation; review open POs and coordinate with Project Managers about unclear PO status or job coding.
Help ensure expenses are assigned to the proper accounting period and job, and identify missing invoices, unrecorded costs, or other AP issues affecting job profitability or financial reporting.
Prepare and email “Pencil” billings to Project Managers by the 15th of each month or as needed for special contracts.
Enter AIA billing information, obtain Project Manager review, and upload billings to the online platform specified by the GC.
Gather billing support and verify amounts against contracts, schedules of values, approved pricing, and approved change orders.
Complete lien waivers for each billing cycle and submit them as required by the GC.
Coordinate with Project Managers and the Payroll Specialist to include certified payroll, compliance, and other required documents with billings.
Track billings through submission and GC approval deadlines, and escalate missing information that prevents billing.
Record cash receipts in Foundation the same day deposit details are received from the Accounting Manager, applying payments to the correct customer, job, and invoice.
Identify and resolve short, unapplied, or unidentified payments with the Accounting Manager and Project Managers.
Process approved GC change orders in the appropriate accounting and billing systems; verify documentation, pricing, approvals, job coding, and customer information.
Maintain the change order log and documentation connecting approved changes to projects and customer billings; help ensure approved changes are captured, billed, and reflected in project financial reporting.
Enter current-month invoices by the established monthly cutoff and review recurring expenses to ensure they are recorded in the correct period.
Review GL activity for potential posting or period errors; complete credit card reconciliations, vendor statement reviews, and monthly PO reviews before close.
Support the Accounting Manager with additional month-end close information as required.
Review invoices for appropriate sales and use tax treatment; maintain tax-exempt job documentation and provide applicable exemption information to vendors.
Maintain vendor information required for 1099 reporting, review annual invoice history and vendor classifications, support preparation and ordering of 1099 forms, and ensure year-end adjustments are completed by deadlines.
Assist with accounting, sales tax, and related continuing education as needed.
Maintain an organized workflow across AP, reconciliations, vendor follow-up, AR billing, change orders, and monthly deadlines; prioritize by financial impact, due dates, close requirements, and job needs.
Communicate early when workload, missing information, or competing priorities may prevent deadlines from being met; use company systems and automation to reduce duplicate entry and simplify processes.
Complete the six-month training period and then perform AP and AR functions with minimal oversight.