Accounts Receivable & Payable Specialist

First Class Air Support•Louisville, KY

About The Position

The AP/AR Specialist manages day-to-day accounts payable and accounts receivable functions, including invoice processing, timely payments, customer billing, cash application, and collections. The role works closely with vendors, customers, and internal departments to resolve discrepancies, maintain accurate financial records, reconcile account balances, and support month-end close and audit activities. The ideal candidate is detail-oriented, organized, able to manage multiple priorities and deadlines, and maintains strong working relationships with customers and vendors.

Requirements

High school diploma.
1–3 years of experience in accounts payable, accounts receivable, or general accounting.
Experience with ERP or accounting software.
Competence with Excel and Microsoft Office.
Strong attention to detail and accuracy.
Clear verbal and written communication and a professional, customer-service manner.
Ability to manage multiple tasks and meet weekly deadlines.

Nice To Haves

Associate degree in accounting or a related field.
Quantum ERP experience.
QuickBooks and Sage 300 experience.
Aviation industry experience.

Responsibilities

Review and enter vendor invoices into the ERP or accounting system, including the deferred receiving process.
Match receivers to purchase and repair orders (PO/RO) and vendor invoices, and resolve discrepancies.
Review the open receiver file for missing vendor invoices and track missing or unreceived parts.
Confirm vendor credits are received and applied for returned goods and price adjustments.
Review freight bills for inappropriate charges.
Prepare the weekly accounts payable check run report for management approval.
Process approved payments by check, ACH, wire, and charge card.
Reconcile vendor statements and expense reports, and resolve payment complaints and discrepancies.
Maintain vendor files, including W-9s, banking information, resale certificates, and exemption forms.
Prepare new vendor credit applications and request credit limit increases when needed.
Enter customer invoices and review the automated invoicing system for discrepancies; correct as needed.
Review bank accounts daily for incoming payments, obtain remittance details, and apply payments by check, ACH, wire, or credit card.
Process customer charge card payments.
Prepare and email customer statements; confirm customers have all outstanding invoices and agree with their balance.
Monitor the accounts receivable aging report and follow up on overdue accounts by email and phone.
Propose payment plans for past-due customers for management approval.
Process new customer credit applications and check credit references; pass findings to the Controller for a credit limit recommendation.
Maintain accurate customer account records and build working relationships with customers.
Provide accounts payable and accounts receivable schedules and supporting detail to the team for month-end close.
Pull sample documentation for internal and external audits.
Maintain organized digital and physical filing systems.
Work with internal departments to resolve billing and payment issues.
Help test and adopt new tools and procedures.
Perform other duties as assigned.