Accounting Clerk - RideNow Ocala

Accounting Clerk

RideNow Powersports - Ocala is looking for a meticulous and reliable Accounting Clerk to support our growing operations.

The Accounting Clerk manages the day-to-day accounts payable operations for the powersports dealership. This position processes vendor invoices, matches purchase orders, handles Dealer Management System (DMS) transactions, verifies major unit (ATVs, UTVs, motorcycles, personal watercraft, snowmobiles) invoices, and reconciles vendor statements. This role collaborates closely with the Parts, Apparel, Service, and Sales departments to ensure accurate cost accounting, timely payment processing, and smooth vendor relationships.

Key Responsibilities Invoice & Expense Processing

• Review, code, and enter all incoming vendor invoices, credit memos, and expense receipts into the lightspeed DMS.
• Execute three-way matching (Purchase Order, Packing Slip/Receiving Report, and Vendor Invoice) for Parts, Accessories, Apparel, and General Supplies.
• Verify service sublet invoices (e.g., custom machine shops, powder coating, transport) against active Repair Orders (ROs) prior to payment.
• Issuing customer refunds, lien payoffs and unit purchases invoicing.

Major Unit & OEM Payables

• Assist in processing accounts payable entries for new major unit inventory received from OEMs (e.g., Polaris, BRP, Yamaha, Honda, Kawasaki, Harley-Davidson).
• Monitor manufacturer credit memos, warranty reimbursements, freight claims, and holdback/rebate allocations to verify proper credit applied to dealership accounts.

Disbursement & Vendor Management

• Prepare weekly check runs, ACH payments, and credit card payments according to vendor terms and cash-flow schedules.
• Maintain vendor records, tax documentation (Form W-9), and certificate of insurance (COI) records.
• Reconcile monthly vendor statements, proactively research missing invoices, and resolve line-item pricing or quantity discrepancies.
• Identify and capture available early-payment terms and volume discounts.

Month-End & Administrative

• Assist with month-end accounting close procedures, including AP aging schedule reviews and accruals for unbilled receipts.
• Compile year-end 1099-MISC and 1099-NEC data for qualifying contractors and vendors.
• Maintain structured digital and paper filing systems for audit readiness.
• Assist department managers (Parts Manager, Service Manager) with vendor billing inquiries.
• Reconciling monthly statements and collapsing invoices.
• Review bank reconciliation reports to ensure payments were received by vendors.

Key Competencies

• Numerical Accuracy: Exceptional detail orientation to prevent double-payments or miscoded GL accounts.
• Cross-Departmental Collaboration: Ability to communicate clearly with Parts Counter Leads, Service Advisors, and General Managers to clear invoice holds.
• Time Management: Strong organizational skills to balance high volume during peak riding seasons while adhering to fixed closing and disbursement deadlines.
• Problem Resolution: Ability to independently trace inventory discrepancies between physical receipts, POs, and vendor billing statements.

Working Conditions

• Full-time schedule, typically Monday through Friday during standard business hours.
• Must be able to sit for prolonged periods of time.

What We Offer:

• Medical, Dental, and Vision Insurance
• Employer paid life and short-term disability insurance
• Paid time off
• Employee discounts on parts and merchandise

All applicants must pass pre-employment screening, including background and MVR checks.