AP/AR Clerk

Crete United•Orlando, FL

3d•Onsite

About The Position

This role is responsible for a variety of accounting and administrative tasks, including managing purchase orders, processing vendor invoices, reconciling accounts payable, and preparing customer invoices. The position also involves supporting collections, coordinating project documentation, tracking lien waivers, and serving as the primary office point of contact. Additionally, the role will identify opportunities for process improvement in accounting and administrative functions.

Requirements

Experience with Accounts Payable and Accounts Receivable processes.
Proficiency in accounting software and Microsoft Office Suite.
Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Good communication and interpersonal skills.
Ability to handle multiple tasks and prioritize effectively.

Nice To Haves

Experience in the construction or service industry.
Familiarity with lien waiver processes.
Experience with administrative support functions.

Responsibilities

Create, maintain, and issue purchase orders for service jobs, parts, materials, and subcontracted services; track open POs through receipt and closeout.
Receive, review, and verify vendor invoices for accuracy and completeness, including matching invoices to counter tickets, packing slips, and supporting documentation.
Code and process vendor invoices to the appropriate general ledger accounts, cost centers, and job numbers; obtain required approvals prior to processing.
Ensure timely invoice processing and accurate recordkeeping in accordance with company procedures.
Reconcile accounts payable activity, research discrepancies, resolve vendor statement issues, and maintain accurate AP aging.
Maintain vendor files and compliance documentation, including W-9s, certificates of insurance (COIs), contact information, and payment terms; request updated documents as needed.
Respond to vendor inquiries and resolve payment-related issues professionally and promptly.
Prepare and process customer invoices as needed; confirming billing details align with approved scope, pricing, and supporting documentation.
Post customer payments, apply cash receipts accurately, and maintain customer account records and AR aging.
Support collections efforts by preparing statements, sending reminders, and following up on past-due balances while maintaining a strong customer-service approach.
Coordinate and maintain project/service documentation as needed, including permits, inspections, closeout documentation, and supporting records required by customers or GCs.
Track and manage lien waiver requirements (conditional/unconditional and partial/final) and ensure waivers are collected, reviewed, and submitted in accordance with contract requirements.
Maintain organized, accurate, and up-to-date AP/AR and administrative records (digital and hard copy), ensuring proper retention and easy retrieval.
Serve as the primary office point of contact for incoming calls, emails, and visitors; route requests and ensure timely follow-up.
Identify opportunities to streamline accounting and administrative processes; assist with developing and implementing improved procedures, templates, and filing systems.