AP / AR SPECIALIST

Douglas Taylor Air Conditioning & Refrigeration Inc•Largo, FL

3d•Onsite

About The Position

This position will assist the Accounting and Operations Manager. The position will also need to work in conjunction with several other departments. The Accounts Payable/Receivable specialist will be responsible for billing, cash receipts, resolving outstanding payment issues, collection calls, and generating monthly aging reports in a timely manner.

Requirements

Ability to communicate accurately and clearly both orally and in writing
Customer service oriented
Knowledge of accounts receivable, inventory and purchase order entries
Knowledge of general bookkeeping procedures
Proficient in relevant computer software and office equipment. Knowledge of computers, experience in Microsoft Office, office management systems and procedures
Excellent problem solving and people skills required. Ability to multi-task and prioritize work
1-3 years accounts receivable and general accounting experience
Experienced in handling a wide range of administrative and executive support related tasks
Able to work independently, with little supervision
Organized, flexible, trustworthy
Possess excellent critical thinking skills

Responsibilities

Collect purchase orders and packing slips from warehouse and dispatcher, daily, to match with vendor invoices.
Post and receive purchase orders daily. Verify accuracy of the p.o. to include amounts, proper vendors is selected, and charges apply to correct dispatch and/or job.
Post and receive vendor invoices, daily. Verify that charges are valid, and amounts are correct.
Obtain and reconcile monthly vendor statements to ensure that all bills are entered for timely payment by manager.
Maintain organized files of unpaid and paid expenses and A/P bills, payments, and statements.
Verify incoming bills from vendors without a P.O. to ensure proper posting.
Contact vendors to request partial and final release for jobs, when required.
Post and balance all credit card transactions. Ensure copies of all purchases and payments are retained with credit card bill.
Process all service tickets thru billing cycle to ensure that customer invoicing is timely. Process through Service Channel, or other applicable website, email or USPS.
Weekly review of invoices requiring NTE increases to allow for billing. Request NTE increase on Service Channel invoices, as needed. Follow up to make sure NTE is raised to allow for billing. After two unsuccessful weekly attempts (made within 10-days of completed service) provide Service Manager with invoice information for resolution.
Receive and post all customer payments daily. Verify the amount, tender payments in ESC and post to QuickBooks. Pull folders and close out dispatches. Present any variances to Financial Manager for handling.
Maintain organized files of paid and unpaid dispatch and job folders.
Daily posting of bank deposits, unless otherwise instructed by Financial Manager.
Answer customer inquiries for billing and collections.
Research discrepancies on customer accounts.
Perform updates on postage machine when notified by Pitney Bowes or USPS.
Provide backup in answering telephones, as required.
Assist Financial and Operations Manager with processing of employee payroll, as required.
Prepare payroll related tax, insurance, 401(k) payments, as needed.
Assist managers, as needed, to enable him/her to assume the duties of the Accounts Payable/Billing Clerk in his/her absence.
May asked to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects or other duties as assigned.
Perform other responsibilities as deemed necessary