AR/AP Specialist

Crane Company•Piqua, OH

2d•Onsite

About The Position

This role directs credit and collection activities to maximize sales, ensure sound receivables, and facilitate prompt cash conversion. It involves negotiating with past-due accounts and assisting with accurate and timely Accounts Payable functions. The specialist will apply credit and collection policies to customer accounts, contact delinquent accounts, and handle non-routine credit inquiries. Planning and maintaining systematic follow-up and collections for assigned receivables, checking monthly customer balances, and taking steps to prevent past-due accounts are key. The role also involves closely monitoring aging accounts, consulting with superiors and sales personnel on complex collection situations, and obtaining approval for notes, compromise settlements, partial payments, time extensions, and write-offs. Additionally, the specialist will address collection irregularities, adjustments, and customer complaints, perform collections (verbal and written) for outstanding accounts receivable, including reconciliation, and handle order approvals for assigned accounts. Processing credit card payments, maintaining cash receipt files, preparing and distributing daily bank reports, and recommending bad debt write-offs are also responsibilities. The role includes backing up the AP/AR Manager for monthly reports, weekly reports, and KPI boards, and performing other assigned duties. On the AP side, the specialist will review invoices for proper documentation and approval before payment, respond to vendor inquiries, voucher invoices, reconcile vendor statements, and research/correct discrepancies. Maintaining thorough and accurate files and documentation according to company policy and accounting practices is essential. This includes matching invoices to purchase orders, obtaining necessary signatures before vouchering, and researching/solving invoice problems. As needed, the specialist will prepare accounts payable checks, send check runs to the bank, and run check registers, while maintaining accounts payable files. The role supports the day-to-day processing of accounts payable transactions, and as needed, prepares and transmits wire transfer transactions. Helping to maintain the Invoice Log and working with department managers to resolve open issues on the Invoice Log are also part of the duties.

Requirements

Minimum of 2 years of experience or equivalent combination of education and experience in Accounting, Finance, or related field
Basic accounting principles
GAAP
Proper collection procedures that apply to daily collection activities such as collection calls, letters, and working closely with all departments.
Excellent written and oral communication skills
Basic proficiency with Microsoft Office Products
Strong attention to detail and accuracy
Ability to work effectively cross-functionally
High school diploma or equivalent
Legally authorized to work in the United States. (No sponsorship provided for temporary visas like E, F-1 with OPT or CPT, H-1, H-2, L-1, B, J or TN, or those needing future sponsorship.)

Nice To Haves

3+ years of experience in AP/AR
Understanding of the reconciliation process
Customer account management
Full-cycle accounting
Advanced Microsoft Excel skills
Experience with an ERP system
Strong problem-solving and discrepancy resolution skills
Ability to communicate effectively with vendors, customers, and internal stakeholders
Associate's Degree in Accounting or Finance

Responsibilities

Apply the company's credit and collection policies, practices, and procedures to the credit requirements of a designated number of customer accounts within specified dollar limits.
Contact delinquent accounts to arrange payment.
Consult immediate superior for advice on particularly complex problems and cases requiring policy decisions.
Handle non-routine credit inquiries and correspondence.
Plan and maintain the systematic follow-up and collections of assigned receivable.
Check monthly balances of customers; when records indicate that customers may be exceeding safe limits, take appropriate steps to prevent past-due accounts.
Follow closely the course of aging accounts and determine action to be taken on delinquent accounts.
Consult with superior, appropriate sales personnel, or both on particularly complex collection situations requiring unusual action.
Obtain approval from immediate superior on the acceptance of notes, compromise settlements, partial payments, time extension, and the writing off of uncollectible accounts.
Take appropriate action on collection irregularities (such as payment discrepancies), adjustments (shipment errors, etc.) and customer complaints and inquiries for assigned accounts.
Perform collections (verbal and written) for outstanding accounts receivable to include all reconciliation efforts.
Order approval for assigned accounts.
Maintain customer information.
Process credit card payments.
Maintain cash receipt files.
Prepare and distribution of daily bank reports.
Recommend bad debt write-offs to the AP/AR Manager for approval.
Backup for the AP/AR Manager for monthly reports, weekly and KPI boards.
Review invoices for appropriate documentation and approval prior to payment.
Respond to vendor inquiries.
Voucher invoices for payment.
Reconcile vendor statements, research and correct discrepancies.
Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
Match invoices to purchase orders, obtain all signatures prior to vouchering for payment in accordance with the companies DOA.
Research and solve invoice problems.
As needed will prepare accounts payable checks, sends check run to bank and runs check register.
Maintain accounts payable files.
Helps with the performance of the day to day processing of accounts payable transactions.
As needed will prepare and transmit all required wire transfer transactions.
Help maintain the Invoice Log, work with department managers to resolve open issues on the Invoice Log.