Accounts Receivable & Payable Specialist

AP/AR Specialist

The AP/AR Specialist is responsible for managing the day-to-day accounts payable and accounts receivable functions, ensuring accurate invoice processing, timely payments, customer billing, cash application, and collections. This role works closely with vendors, customers, and internal departments to resolve discrepancies, maintain accurate financial records, reconcile account balances, and support month-end close and audit activities. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities while meeting deadlines and maintaining strong working relationships with customers and vendors.

Essential Job Functions:

• Review and enter vendor invoices into the ERP or Accounting system, including the deferred receiving process.
• Match receivers to purchase and repair orders (PO/RO) and vendor invoices; resolve discrepancies.
• Review the open receiver file for missing vendor invoices and track missing or unreceived parts.
• Confirm vendor credits are received and applied for returned goods and price adjustments.
• Review freight bills for inappropriate charges.
• Prepare the weekly AP check run report for management approval.
• Process approved payments by check, ACH, wire and charge card.
• Reconcile vendor statements and expense reports; resolve payment complaints and discrepancies.
• Maintain vendor files: W-9s, banking information, resale certificates and exemption forms.
• Prepare new vendor credit applications and request credit limit increases when needed
• Enter customer invoices and review the automated invoicing system for discrepancies; correct as needed.
• Review bank accounts daily for incoming payments, obtain remittance details and apply payments (check, ACH, wire, credit card).
• Process customer charge card payments.
• Prepare and email customer statements; confirm customers have all outstanding invoices and agree with their balance.
• Monitor the AR aging report and follow up on overdue accounts by email and phone.
• Propose payment plans for past-due customers for management approval.
• Process new customer credit applications and check credit references; pass findings to the Controller for a credit limit recommendation.
• Maintain accurate customer account records and build working relationships with customers
• Provide AP and AR schedules and supporting detail to the team for month-end close.
• Pull sample documentation for internal and external audits.
• Maintain organized digital and physical filing systems.
• Work with internal departments to resolve billing and payment issues.
• Help test and adopt new tools and procedures.
• Perform other duties as assigned.

Requirements:

• High school diploma.
• 13 years of experience in accounts payable, accounts receivable or general accounting.
• Experience with ERP or accounting software.
• Competent with Excel and Microsoft Office.
• Strong attention to detail and accuracy.
• Clear verbal and written communication; a professional, customer-service manner.
• Ability to manage multiple tasks and meet weekly deadlines.
• Associate degree in accounting or a related field preferred
• Quantum ERP experience preferred
• Quickbooks and Sage 300 experience preferred
• Aviation industry experience preferred