AP/AR Specialist

Accounts Payable / Accounts Receivable (A/P A/R) Specialist

Concord, CA: Onsite

Verus is a boutique, employee-owned engineering and technical services firm specializing in industrial automation, controls, SCADA systems, process engineering, and consulting. Founded in 2015, we serve clients across the West Coast with offices in California, Hawaii, Idaho, Nevada, Oregon, and Washington. Our name comes from the Latin word meaning true, authentic, and honest — and that's exactly how we operate.

Position Summary:

Accounts Payable / Accounts Receivable (A/P A/R) Specialist is responsible for managing daily accounting and financial transactions, processing invoices and payments, generating client invoices, and maintaining vendor and client account records in accounting system. Accuracy, organization, prioritization and timely communication are essential for success in this role.

Key Responsibilities:

Daily Operations & Mail Handling

• Retrieve and distribute mail accordingly daily.
• Retain A/R and A/P items for processing.

Banking & Financial Entries

• Record, filing and scanning daily transactions, including:

• Processing incoming accounts receivable payments and deposits through on-site check scanning securely and promptly.
• Post incoming ACH/wire payment and monitor outgoing credit payments
• Transfers between accounts

Accounts Payable (A/P)

• Process A/P invoices:

• Confirm vendor setup; request W-9 and payment requirement details as needed.
• Assist to prepare 1099 and various year end accounting related submissions
• Match invoices to purchase orders (POs); follow up on discrepancies.
• Verify receipt of goods/services prior to payment
• Obtain necessary approvals from managers for vendor invoices.
• Entering accurate client invoice information into the accounting system to ensure correct recording of amounts, job or cost code, departments, and account coding.
• Assisting with payroll-related entries and working with HR and the Controller to ensure the accounting system captures all necessary payroll information.
• Managing active PO reports to obtain statements and process client invoices in a timely manner.
• Managing the due dates of client invoices and other payment obligations, such as leases or retainers, to ensure all payments are made within agreed terms and in alignment with cash flow, the weekly payment schedule set by the Controller, and company requirements.
• Assisting with importing credit cards and managing travel expense transactions and auditing related expenses to ensure accurate coding.
• Review vendor invoices for an accurate job or cost code, seeking proper payment approvals, matching them to purchase orders, and entering them into the accounting system.
• Input return and refund transactions per company requirements and enter the information into the accounting system.

• Execute A/P payments:
  • Enter payment information in accounting and banking system for approval.
  • Submit EFT or credit card payments online after approval of invoices.
  • Print and mail checks

Accounts Receivable (A/R)

• Prepare and send client invoices:

• Follow manager instructions for monthly billing cycles
• Create and submit off-cycle invoices as requested.
• Ensure invoices are submitted through proper channels (portal, email, internal handoff).
• Include required documentation or legal forms (including notarization, when applicable).
• Make revisions as requested by managers or clients per executed contract
• Accurately clearing WIP to ensure accounts receivable are correct
• Obtain approval for all invoices involving sales tax/excise tax and GST before submitting

• Perform collections:
  • Monitor and follow up on overdue accounts based on the payment terms per executed contract weekly
  • Escalate severely delinquent accounts to appropriate manager(s).
  • Record cash receipts and obtain approval or notify the Controller in the event of any write-offs.

Communication & Coordination

• Manage personal A/P and A/R email accounts; respond to inquiries in a timely manner.
• Proactively request monthly vendor statements.
• Coordinate with Procurement and project setup for:

• PO entries and corrections
• Resolution of tax-related discrepancies
• Tax exemption certificates and related documents

• Assist with incoming calls on the general business line
• Cover team during breaks and greet incoming guests/deliveries as needed

Audits & Support Tasks

• Provide additional support to accounting records for audits on vendors and clients as needed.
• Provide additional support to the accounting team upon request.

Requirements

• 2+ years of experience in A/P and A/R roles (preferred) Familiarity with accounting software and Microsoft Office excel, word and outlook
• Strong attention to detail and accuracy
• Excellent communication and problem-solving skills
• Ability to manage multiple tasks and meet deadlines