Accounts Payable/Accounts Receivable Specialist

About the Role:

The Accounts Payable / Accounts Receivable Specialist is responsible for supporting the company's day-to-day accounting operations, with primary responsibility for processing vendor payments, customer billing, cash receipts, account reconciliations, and maintaining accurate financial records.

This position requires strong attention to detail, organization, follow-through, and the ability to manage multiple priorities and deadlines. The AP/AR Specialist will work closely with vendors, customers, operations, and other members of the accounting team to resolve discrepancies and ensure transactions are processed accurately and timely.

Essential Functions:

Accounts Payable

• Conduct vendor invoice entry and perform three-way matching of invoices, purchase orders, and receiving documentation.
• Manage the accounts payable process and ensure expenses are accurately recorded to the appropriate general ledger accounts.
• Prepare weekly AP and cash requirements reports for management.
• Process weekly vendor payments by check, ACH, or other approved payment methods.
• Ensure vendors are paid timely and applicable early-payment discounts are captured.
• Research and resolve discrepancies involving purchase orders, receiving documentation, vendor invoices, and payments.
• Reconcile vendor statements and resolve outstanding vendor issues.
• Maintain accurate vendor records, including W-9 documentation and information required for 1099 reporting.
• Prepare and file annual 1099s as required.
• Manage check processing and maintain appropriate disbursement controls.
• Reconcile company credit card statements and petty cash.
• Assist with sales and use tax reporting and compliance, as applicable.
• Identify vendor discounts and other cost-saving opportunities.

Accounts Receivable

• Prepare and process customer invoices accurately and timely.
• Review billing documentation to ensure invoices are supported by appropriate contracts, purchase orders, work tickets, or other required documentation.
• Post and apply customer payments, including checks, ACH, and other electronic payments.
• Maintain accurate customer account balances and accounts receivable records.
• Monitor the accounts receivable aging report and follow up on past-due balances.
• Communicate with customers regarding outstanding invoices, payment status, billing discrepancies, and account questions.
• Research and resolve customer billing and payment discrepancies.
• Reconcile customer accounts and statements.
• Coordinate with operations and project teams to obtain information needed for timely and accurate billing.
• Assist with collections and escalate significantly past-due accounts to management as appropriate.
• Assist with maintaining customer records, credit information, and billing requirements.
• Prepare regular reports on outstanding receivables, collections, and cash receipts.

General Accounting & Month-End

• Participate in the month-end closing process.
• Complete assigned AP and AR reconciliations.
• Assist with maintaining schedules for prepaid and accrued expenses.
• Reconcile received-not-invoiced reports and investigate outstanding items.
• Prepare daily, weekly, and monthly accounting reports as requested.
• Maintain accurate and organized accounting documentation and records.
• Provide backup support to other members of the accounting team as needed.
• Assist with audits by providing requested AP, AR, vendor, customer, and payment documentation.
• Perform additional accounting and administrative duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2-3 years of accounts payable, accounts receivable, bookkeeping, or general accounting experience preferred.
• Experience with invoice processing, customer billing, cash application, account reconciliations, and collections.
• Working knowledge of basic accounting principles and general ledger transactions.
• Strong proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with accounting or ERP software preferred.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet recurring deadlines.
• Strong written and verbal communication skills.
• Ability to professionally communicate with vendors, customers, and internal departments.
• Ability to research discrepancies, identify solutions, and follow issues through to resolution.
• Ability to work independently while contributing effectively as part of the accounting team.