AP/AR Specialist

Accounts Payable and Receivable Specialist

Responsible for maintaining and managing the daily accounts payable and receivable functions for the fuel side of the company. Primary duties include tracking and recording payments from customers, resolving discrepancies, ensuring the timely collection of outstanding invoices, ensuring accurate entry of fuel deliveries into the accounting software, reviewing and maintaining accurate fuel inventory levels, and maintaining accurate financial records. Collaborates closely with other departments, such as sales, finance and customer service to streamline processes.

Primary Functions and Essential Responsibilities:

Invoicing and Billing

• Generate and distribute invoices accurately and on time, as well as reminder notices when necessary
• Review of customer agreements to ensure proper billing
• Manage recurring billing schedules and update account information as required

Payment Processing and Reconciliation

• Record and reconcile customer payments, including checks, ACH, wire transfers, and credit card transactions
• Monitor and apply payments accurately against open invoices
• Address and resolve discrepancies between payments and invoices

Collections Management

• Implement collection strategies to minimize outstanding balances
• Monitor accounts receivable aging and identify overdue accounts
• Contact customers to follow up on outstanding balances and negotiate payment plans when necessary
• Escalate unresolved accounts to management

Fuel Delivery and Inventory Management

• Ensure all Bills of Lading have been entered accurately
• Monitor and review fuel inventory levels in the accounting software and correct errors
• Work with Director of Operations and Fuel Dispatch to verify fuel delivery information

Reporting and Analysis

• Generate and Maintain accounts receivable aging reports, payment status updates and collection progress
• Provide regular updates to management on AR metrics and key performance indicators (KPIs)
• Support month-end and year-end close processes by reconciling AR accounts

Customer and Internal Relations

• Respond to customer inquiries regarding billing, payments, and account discrepancies
• Ensure customer satisfaction while enforcing payment terms and conditions
• Build and maintain positive relationships with customers to facilitate prompt payment

Compliance and Documentation

• Maintain accurate records of invoices, payments and communications
• Assist with audits by preparing documentation and responding to auditor inquiries
• Analyze trends and identify opportunities for process improvement or risk mitigation
• Stay updated on industry best practices and technological advancements to optimize AR processes

Reporting Relationships

POSITION REPORTS TO: Office Manager

Qualifications

Education

• High school diploma or equivalent required
• Bachelor's degree in accounting, Finance, or a related field (preferred)

Required Knowledge

• Strong understanding of accounting principles and practices
• Proficiency in MS Excel
• Experience in MS Outlook, MS Teams, and Zoom is a plus
• Experience with ADD Systems or MS Business Central is a plus
• Familiarity with AR automation tools and customer relationship (CRM) software
• Knowledge of collection laws and regulations is a plus

Experience Required

• Proven experience (5+ years) in accounts payable/receivable management or a similar role
• Proven track record of driving process improvements and implementing AP/AR best practices
• Hands-on experience with accounts receivable systems and ERP platforms

Skills and Abilities

• Ability to follow our company culture code values: We are Kind, We are a True Team, We Appreciate Each Other, We Take Pride in Our Work
• Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
• Attention to detail and accuracy in processing invoices and payments
• Excellent organizational and time management skills
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

Monday-Friday, in-office position