Accounts Receivable/Accounts Payable Specialist

Accounts Receivable/Accounts Payable Specialist

Job Purpose

The AR/AP Specialist administers customer activities such as A/R aging, applies and processes payments, initiates communications and performs dispute resolution to delinquent accounts, collects payments and performs other collection duties.

This position also administers vendor related activities that include ensuring all invoiced and other request for payment amounts owed by the company to vendors, suppliers, or other organizations/individuals are processed timely and accurately while ensuring all quantities and prices charged are authorized by matching to corresponding purchase orders, receiving tickets, and other proof of delivery and cost authorization support. Invoices are to be reviewed for accuracy and prepared for timely payments, ensuring that all payment or other transaction records are completed.

Additional responsibilities may include general ledger coordination activities.

Manager (reporting to)

Corporate Controller (or Supervisor as designated by the CFO)

Additional Reporting

Chief Financial Officer

Position Type

Hourly: Non-Exempt

Area Job Covers

This position is located at the Company’s Manufacturing office in Irving, TX.

Organizational Information

• Provides an interface with all Company Departments.

• This position involves close liaison, support and coordination of external customers.

Key Tasks, Responsibilities and Essential Accountabilities

AR Responsibilities

• Apply daily receipts to the A/R aging and reconcile differences.

• Review the customer AR balances and communicate with those with past due balances.

• Initiate AR collection efforts to past due customers on a daily basis via phone, email or other appropriate means

• Monitor accounts on credit hold and release held orders, as needed.

• File freight and other claims and follow up on same.

• Process check payments received at the corporate office.

• Process credit card payments as needed.

• Manage the Accounts Receivable email and fax boxes (Outlook).

• Provide re-print invoices and Proof of Delivery to customers as requested.

• Provide customer statements on a monthly & ad hoc basis.

• Process credit applications.

• Support the interim and annual audits for tasks relating to AR.

• Perform other duties as required

• Generate AR analysis/aging reports

AP Responsibilities

• Processing invoices matched to Purchase Orders

• Working with buyers and vendors on PO price or quantity discrepancies.

• Assisting with pre-paid account reconciliations.

• Reconcile vendor statements

• Process weekly cash disbursements, ensuring proper approvals has been provided.

• Assist with annual external audit request

• Timely, accurate and professional communication with vendors.

• Ensuring appropriate completion of W-9 forms for government compliance with 1099 requirements.

• Setting up and maintaining the vendor information within the NetSuite ERP system

• Assisting in implementing new procedures as directed by the Controller.

• Preparing reports for the Finance Team regarding status of the open A/P for cash management purposes.

• Processing accounts payable for a multi-state, multi-office business.

• Verifying accurate G/L coding on invoices with appropriate approvals.

• Processing checks and processing the positive pay file.

• Matching checks with invoices/remittance advices.

• Taking phone calls and answering questions regarding invoice payments.

• Receiving and organizing statements from vendors; checking vendor files for payment of invoices listed as outstanding and contacting departments/vendors regarding outstanding invoices.

Skills and Knowledge Required:

• Ability to analyze customer collections history and make collection decisions based upon that knowledge

• Excellent verbal, written and negotiation communications.

• Characterized as a self-starter and can work with minimal supervision.

• Ability to prioritize AR collection tasks.

• Ability to exercise tact and professionalism while dealing with a broad range of customers and co-workers.

• Ability to effectively plan and organize work to achieve results.

• Ability to manage multiple assignments or projects.

• Must have competent excel/spreadsheeting skills

• Must have experience maintaining a “Vendor Master” database in an ERP environment

• Ability to adjust and adapt to changing variables in the workplace.

• Persistence towards accomplishing a task or assignment.

• Ability to operate proactively, anticipating possible problems, opportunities and challenges.

• Ability to analyze data and prepare reports.

Computer Equipment and Software Requirements

• This position requires the ability to work with a personal computer within a Windows environment.

• Requires intermediate proficiency in Microsoft Word, Excel and Outlook.\

• Oracle NetSuite experience strongly preferred

Education and Experience Required

• Requires a high school diploma. Experience in A/R is required.

• Minimum of two (2) years of business to business (B2B) industry experience or any equivalent combination of related training and experience.

Licensing or Other Special Requirements

N/A

Outputs/Reports and Performance Measurements

• As defined and required by the Controller/Supervisory Role

Travel Requirements

• None

Physical Requirements

• Ability to sit for extended periods of time

• Dexterity of hands and fingers to operate a computer keyboards, mouse and 10-key.

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Accounts receivable: 2 years (Required)

Ability to Commute:

• Irving, TX 75038 (Required)

Ability to Relocate:

• Irving, TX 75038: Relocate before starting work (Required)

Work Location: In person