Bookkeeper

Role Summary

The Bookkeeper manages day-to-day accounts receivable, accounts payable, and bookkeeping records for Empire Fasteners LLC. This role keeps customer and vendor accounts accurate, supports timely collections and payments, and helps Management understand outstanding balances and upcoming cash needs. The Bookkeeper works with Sales and other departments to resolve discrepancies, maintain reliable records in our ERP, and support month-end accounting.

Accounts Receivable -  Responsible for money customers owe Empire.

• Customer setup: Maintain billing contacts, invoice instructions, approved payment terms, and credit limits.
• Invoicing: Send accurate invoices promptly for shipped orders, including partial shipments, freight, and approved extra charges.
• Collections: Review overdue balances, contact customers, obtain payment dates, and follow up until resolved.
• Payment posting: Record incoming payments and apply them to the correct invoices. Track deposits and prepayments.
• Billing issues: Resolve short payments, deductions, invoice disputes, and customer account discrepancies with Sales and other departments.
• Credits and refunds: Process approved customer credits, returns, refunds, and adjustments.
• Credit monitoring: Flag customers exceeding credit limits or falling behind, and coordinate account holds.
• Reporting: Report outstanding balances, overdue accounts, expected collections, and major payment risks.

Accounts Payable -  Responsible for money Empire owes vendors.

• Vendor setup: Maintain payment terms, tax documents, and independently verified banking information.
• Invoice review: Match vendor bills to purchase orders and receiving records. Check pricing, quantities, extra charges, and duplicates.
• Bill entry: Enter invoices accurately with the correct expense category and due date.
• Payments: Prepare Tuesday ACH runs and other required payments for management approval. Record payments and send remittance details.
• Vendor issues: Resolve invoice discrepancies, answer payment questions, and reconcile vendor statements.
• Credits and deposits: Track vendor credits, refunds, returns, and supplier prepayments until properly applied or recovered.
• Company expenses: Process approved credit card charges, employee reimbursements, and recurring bills.
• Reporting: Report unpaid bills, upcoming cash needs, overdue obligations, and supplier account risks.

Recordkeeping, Reconciliation & Follow-Through

• Accurate records: Maintain complete and accurate records in our ERP and retain invoices, payment records, approvals, and other supporting documents.
• Reconciliation and month-end: Reconcile account balances, investigate differences, and prepare supporting records for month-end accounting.
• Issue ownership: Flag problems early, communicate risks and next steps, and follow through until each issue is resolved.

Qualifications & Skills

• Working knowledge of bookkeeping, accounts receivable, accounts payable, payment application, and account reconciliation.
• Strong accuracy in financial data entry, invoice review, and supporting documentation.
• Comfort using spreadsheets and accounting software, with the ability to learn and use our ERP.
• Clear, professional communication with customers, vendors, management, and internal departments.
• Ability to organize competing deadlines, investigate discrepancies, and follow through consistently.
• Sound judgment when handling confidential financial information and following established approval procedures.

Approval Authority

Management retains approval of credit exceptions, credits/refunds, write-offs, and final payment release. The Bookkeeper prepares and processes transactions and does not independently approve their own exceptions or payments.

Hourly Compensation: $28–$40 per hour, based on experience and qualifications