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A/P Specialist

3 months ago

Sanford, United States CPH Full time
Job DescriptionJob DescriptionDescriptionAccounts Payable Specialist plays a crucial role in managing financial transactions related to the payment of bills and invoices. They are responsible for ensuring that all accounts payable processes are accurate, efficient, and compliant with company policies. They contribute to the company's cash flow by continuously improving DSO AP (days payable outstanding) and help maintain positive relationships with vendors, project managers, company signatories, and banking representatives through professional and effective communication. This person also coordinates processes and transactions with the AP Specialist, AR Team, Billing Manager, Accounting Manager and Controller. Here are the top qualities of a successful A/P Specialist: Persistence and Problem-Solving Skills · Persistence means that successful A/P Specialists stay the course until the job is done and unpaid invoice amounts and employee expenses are paid.  They may run into complex and unexpected situations, and problem-solving skills are an added advantage. Critical thinking can also help them solve problems and resolve challenges by identifying trends, patterns, or irregularities in transactions.

Listening Skills· To be a great listener, an A/P Specialists will seek to understand the complex challenges vendor payments.  By connecting and understanding, the business-to-business relationship can be honored while the contract obligations are fulfilled. The person in this role will also need understanding while processing employee reimbursements to provide the employee with good customer service.

Confidence and Professionalism· A good portion of the A/P Specialists job is talking to vendors and CPH leadership about money, which requires a strong constitution of confidence in a professional manner.  This role must have a level of self-confidence to make recommendations for payment amounts and timing to assist with forecasting cash outflows.

Discretion· A/P Specialists work with vendor information, banking data, cash payments (electronic and physical forms) and legal documents.  It is key for them to handle sensitive information in a confidential manner.

Enthusiasm and Eagerness to Learn· Most importantly, this role must be enthusiastic about what they do. It takes a positive attitude to encounter objections and unpaid invoices that affect your business. The right person for the job will be proud of the work that it takes and the effect that they have on the bottom line. Also, they should exhibit a healthy level of curiosity and skepticism to understanding the business and market demands of their employer and the vendors.  They'll know how to research their vendor’s business, become educated on the agreements, and comprehend any negotiations that lead payable discrepancies. Their job is constant learning, every day. 
Duties Include·  Invoice Processing: o   Receive and review invoices from vendors and suppliers.o   Verify the accuracy and completeness of invoices, including matching them with purchase orders and receipts.o   Code invoices with the appropriate account and cost center information. ·  Payment Processing:o   Process and schedule payments to vendors within established payment terms.o   Maintain accurate and up-to-date vendor records, including payment information, and handle sensitive information such as banking information in a confidential manner.o   Monitor and manage payment approval workflows.o   Provide CPH leadership with A/P Aging reports to suggest timing of payments for cash outflow forecasts. · Reconciliation:o   Reconcile vendor statements with the accounts payable ledger to ensure accuracy.o   Investigate and resolve discrepancies or issues with vendors in a timely manner.o   Identify opportunities for process improvements to enhance efficiency and accuracy within the accounts payable department. · Expense Reporting:o   Review and process employee expense reports, ensuring they adhere to company policies.o   Reconcile employee advances and outstanding expenses. · Vendor Management:o   Build and maintain positive relationships with vendors and suppliers.o   Address vendor inquiries and resolve payment-related issues promptly. · Record Keeping:o   Maintain organized and up-to-date records of all accounts payable transactions.o   Prepare and maintain reports related to accounts payable for management and auditors. · Compliance and Regulations:o   Ensure compliance with all relevant accounting standards, tax regulations, and industry-specific guidelines.o   Assist in preparing documentation for audits and support audit activities. · Process Improvements:o   Based on this person’s experience, we expect this candidate to document processes and procedures and make on-going recommendations to enhancements and improvements to current process and systems.
 
Requirements·  At a minimum, an associate degree in Accounting or related field · 5-7 years of experience with processing vendors payments, employee expense report reimbursements and credit card payments and related reconciliations. · Knowledge of GAAP and basic accounting principles; ability to provide account reconciliations and supporting documentation to the auditors; contribute to the execution of M&A activities, offering your expertise in seamless integration of acquired entities. · Strong organizational skills, attention to detail, and excellent note taker · Proficient in Microsoft Office applications and ability to analyze large sets of data · Strong attention to detail with a dedication to accuracy and strong analytical skills. · Excellent verbal and written communication skills. · Ability to work independently and as part of a team. · Strong problem-solving and decision-making abilities; strong organizational and time-management skills. · Spanish as a second language, written and spoken, is a plus. · Experience in the following industries in a plus: Construction and / or Engineering. · Experience in the following applications is a plus: Deltek Vision and / or EleVia. 
Compensation & Benefits
  • Dependent upon experience.
  • CPH offers Medical, Dental and Vision and Long-Term Disability with a quality insurance company.
  • Company Paid Life Insurance and Short-Term Disability.
  • 401K, Paid Personal Time Off, Paid Holidays, and Paid Paternal Leave.
CPH is an Equal Opportunity/Affirmative Action/Drug Free Work Environment Employer.