AP/AR Specialist

Mayorga Coffee•Rockville, MD

1d•Onsite

About The Position

The AP/AR Specialist will perform high-volume, accurate data entry of vendor invoices, customer invoices, and daily financial transactions into the ERP system. This role involves performing three-way matching of vendor invoices against purchase orders and receiving documentation, verifying incoming customer payments against invoices and accounts, and monitoring customer accounts for delayed or missed payments. The specialist will reconcile vendor statements and customer account balances, respond to vendor and customer inquiries, and ensure payments are approved and processed according to internal controls. Additionally, this role supports the employee credit card program, maintains vendor and customer records, and operates and optimizes ERP and AP/AR automation platforms. The AP/AR Specialist will also process credit memos, identify opportunities for automation, maintain accounting records, assist with closing tasks, and collaborate with other departments to resolve discrepancies. Reporting unsafe conditions and performing other assigned duties are also part of the role.

Requirements

High school diploma or equivalent required
Ability to process a high volume of financial and numerical data accurately and efficiently.
High attention to detail with the ability to review work for accuracy, take direction, and follow up on open items.
Comfortable working in a high-volume, automation-driven environment involving recurring transaction-processing responsibilities.
Strong organizational and time-management skills with the ability to work independently, prioritize responsibilities, and manage multiple tasks.
Basic analytical and problem-solving skills with the ability to identify and appropriately flag discrepancies.
Ability and willingness to learn and use AP/AR automation and Company-approved AI-assisted tools. Training will be provided as appropriate.
Basic knowledge of Microsoft Excel and Google Sheets.
Ability to appropriately handle confidential, proprietary, financial, vendor, customer, and employee information.
Ability to follow applicable Safe Quality Food (SQF) standards and Company food safety and quality requirements.

Nice To Haves

Associate degree in Accounting, Finance, Business, or a related field preferred.
Prior Accounts Payable and/or Accounts Receivable experience preferred.
Prior experience with NetSuite or a similar ERP system preferred but not required.

Responsibilities

Perform high-volume, accurate data entry of vendor invoices, customer invoices, and daily financial transactions into the ERP system.
Perform three-way matching of vendor invoices against purchase orders and receiving documentation, as applicable, prior to processing.
Verify incoming customer payments against invoices and accounts.
Monitor customer accounts for delayed or missed payments and follow up per standard collection procedures.
Reconcile vendor statements and customer account balances and resolve routine discrepancies.
Respond promptly and professionally to vendor and customer inquiries regarding invoices, payments, and account status.
Ensure all payments are approved and processed according to internal authorization and budget controls.
Support the employee credit card program by reviewing, verifying, and processing employee card transactions while maintaining policy compliance.
Maintain vendor master records and customer account records, including W-9 and 1099 compliance documentation.
Operate and help optimize ERP and AP/AR automation platforms, including Ramp, NetSuite, Shopify, Amazon, and other applicable systems, as well as Company-approved AI-assisted tools to reduce manual entry and increase processing efficiency while maintaining appropriate review, accuracy, confidentiality, and internal controls.
Process and apply AP and AR credit memos to the appropriate vendor or customer accounts and invoices.
Identify opportunities to standardize, document, and automate recurring AP/AR data entry tasks.
Maintain accurate, current, and well-organized accounting records and files.
Assist with month-end and quarter-end closing tasks, financial statement preparation, and 1099 and year-end reporting.
Collaborate with other departments to resolve invoice and billing discrepancies and ensure proper documentation.
Report to management or a supervisor any unsafe conditions or acts affecting health and physical safety.
Perform other job-related duties as assigned.