AP/AR Specialist

Aardvark Studios•Conshohocken, PA

10d•Onsite

About The Position

Aardvark Studios is seeking an AP/AR Specialist to join their Accounting team. This role will manage the day-to-day accounts payable and accounts receivable functions, ensuring accuracy, timeliness, and proper documentation of invoices, payments, and financial data. The ideal candidate is highly organized, detail-oriented, comfortable asking questions about discrepancies, and committed to maintaining high standards for accounting information. This position is suited for someone who takes pride in accuracy, enjoys creating order, and is not afraid to respectfully question information that needs further review. The role operates within a fast-moving, project-based environment where priorities can shift, and requires comfort working onsite as part of a collaborative team.

Requirements

Hands-on experience with Accounts Payable and Accounts Receivable processes.
Understanding of fundamental accounting concepts and proper GL coding.
Comfort performing bank and credit card reconciliations.
Strong attention to detail and a high standard for accuracy.
Naturally curious and willing to investigate discrepancies rather than simply process transactions.
Comfortable asking questions and respectfully pushing back when information is incomplete or inaccurate.
Ability to communicate professionally and confidently with employees, managers, customers, and vendors.
Highly organized and able to manage multiple deadlines and recurring responsibilities.
Ability to take ownership of follow-through and proactively address issues before they become bigger problems.
Comfortable working in a fast-moving, project-based environment where priorities may shift.
Comfortable working onsite as part of a collaborative team.

Responsibilities

Create and maintain customer accounts within accounting systems.
Review incoming budget information for accuracy and completeness.
Create and distribute customer invoices, including deposits, installments, and pass-throughs.
Monitor outstanding receivables and proactively follow up with customers regarding past-due payments.
Prepare and distribute a weekly AR Aging Report with clear, actionable notes.
Research and resolve discrepancies related to customer accounts and payments.
Review incoming invoices closely for accuracy, appropriate approvals, supporting documentation, payment terms, sales tax, and other relevant details.
Ask questions and follow up when invoices or supporting information do not meet expectations.
Properly code invoices to the appropriate item codes or GL accounts.
Review fuel, toll, and other recurring expenses for accuracy and potential discrepancies.
Ensure company credit card reports are approved on time and properly synced into the accounting system.
Maintain accurate and up-to-date vendor records.
Prepare and distribute a detailed AP Aging Report with notes.
Research and resolve AP discrepancies.
Enter bank activity into the accounting system daily and investigate unknown or unexpected transactions.
Complete monthly bank reconciliations for all company accounts.
Research and resolve outstanding deposits or withdrawals.
Complete monthly credit card reconciliations accurately and on time.
Review employee timesheet entries for missed punches, potential overtime, or other discrepancies and coordinate with managers on necessary corrections.
Maintain accurate records of company fuel cards and EZ Passes and ensure expenses are allocated appropriately.
Support the Director of Accounting with projects and other accounting-related needs as they arise.