AP/AR Specialist

Job Description

Job Description

Are you ready to join an innovative team that pushes the boundaries of creativity and delivers top-notch results? At Aardvark Studios, we thrive in a multitude of creative landscapes. Simply calling us a “Creative Fabrication Company” or an “Experiential Marketing Company” doesn't capture the full scope of what we do. We are a dynamic design, build and technology studio serving the experiential marketing and location based entertainment industries constantly evolving with each and every unique project. 

We are looking for an AP/AR Specialist to join our Accounting team and take ownership of the day-to-day accounts payable and accounts receivable functions that keep our business moving. This role is ideal for someone who is highly organized, detail-oriented, and comfortable asking questions when something doesn’t look right.

At Aardvark Studios, accuracy and accountability matter. You’ll be responsible for ensuring invoices, payments, vendor information, and financial data are accurate, timely, and properly documented. We’re looking for someone who doesn’t simply process what lands in front of them, but takes the time to understand it, question discrepancies, follow through, and hold a high standard for the information entering our accounting systems.

If you take pride in getting the details right, enjoy creating consistency and order, and aren’t afraid to respectfully push back when something needs another look, you’ll fit right in.

In this role, you’ll own the day-to-day Accounts Payable and Accounts Receivable processes while supporting the overall accuracy and organization of our Accounting function.

Accounts Receivable

• Create and maintain customer accounts within our accounting systems
• Review incoming budget information for accuracy and completeness
• Create and distribute customer invoices, including deposits, installments, and pass-throughs
• Monitor outstanding receivables and proactively follow up with customers regarding past-due payments
• Prepare and distribute a weekly AR Aging Report with clear, actionable notes
• Research and resolve discrepancies related to customer accounts and payments

Accounts Payable

• Review incoming invoices closely for accuracy, appropriate approvals, supporting documentation, payment terms, sales tax, and other relevant details
• Ask questions and follow up when invoices or supporting information don’t meet expectations
• Properly code invoices to the appropriate item codes or GL accounts
• Review fuel, toll, and other recurring expenses for accuracy and potential discrepancies
• Ensure company credit card reports are approved on time and properly synced into our accounting system
• Maintain accurate and up-to-date vendor records
• Prepare and distribute a detailed AP Aging Report with notes
• Research and resolve AP discrepancies

Banking & Reconciliations

• Enter bank activity into the accounting system daily and investigate unknown or unexpected transactions
• Complete monthly bank reconciliations for all company accounts
• Research and resolve outstanding deposits or withdrawals
• Complete monthly credit card reconciliations accurately and on time

Timesheet & General Accounting Support

• Review employee timesheet entries for missed punches, potential overtime, or other discrepancies and coordinate with managers on necessary corrections
• Maintain accurate records of company fuel cards and EZ Passes and ensure expenses are allocated appropriately
• Support the Director of Accounting with projects and other accounting-related needs as they arise

We’re looking for someone who brings both strong accounting fundamentals and a high level of personal ownership to the role. You should be comfortable working independently, managing recurring deadlines, and digging into the details when something doesn’t add up.

The right person for this role will:

• Have hands-on experience with Accounts Payable and Accounts Receivable processes
• Understand fundamental accounting concepts and proper GL coding
• Be comfortable performing bank and credit card reconciliations
• Have strong attention to detail and a high standard for accuracy
• Be naturally curious and willing to investigate discrepancies rather than simply process transactions
• Be comfortable asking questions and respectfully pushing back when information is incomplete or inaccurate
• Communicate professionally and confidently with employees, managers, customers, and vendors
• Be highly organized and able to manage multiple deadlines and recurring responsibilities
• Take ownership of follow-through and proactively address issues before they become bigger problems
• Be comfortable working in a fast-moving, project-based environment where priorities may shift
• Be comfortable working onsite as part of a collaborative team

How we’ll measure success:

• Accuracy of all estimates and invoices created in in accounting system
• Accuracy of all payables entered into system for the Director of Accounting’s review
• The number and dollar of receivables that are past due
• The dollar amount saved from reviewing and questioning submitted AP invoices
• Timeliness of completing monthly bank and credit card reconciliations
• Consistency in sending AR Aging and AP Aging reports with notes

What we offer:

• Paid time off 
• Medical/dental/vision benefits 
• Short & long-term disability options
• Retirement matching after 1 year
• On-site private-use gym
• Dog-friendly workspace