Accounts Receivable

4 weeks ago

Riverview, United States Rockwell Building Systems LLC Full time

We are a leading construction management company for residential home builders. We are currently seeking an Accounts Receivable & Payables Assistant for our Florida west coast operations. This individual will be provided with the training, leadership, and guidance to grow into other opportunities as they become available.

**Key Responsibilities Include**:
**Accounts Payable**:

- Complete all Accounts Payable responsibilities pertaining to Suppliers and Overhead Receivables.
- Organize Invoices and coordinate payment per the invoice pay terms.
- Review and compare incoming invoices to company PO?s if applicable
- Confirm all pricing is correct, all service/items have been received.
- Enter bills and pay all invoices submitted to the company.
- Ensure prompt payment per invoice terms unless directed otherwise by the Owners or Controller.
- Update Supplier Discrepancies spreadsheet with any discrepancies regarding invoices and send to appropriate suppliers weekly.
- Notify Controller of any ongoing discrepancies regarding Supplier invoices.
- Follow up with Suppliers on outstanding credits needed.
- Notate & log credit statuses on both Credit Log weekly.

**Invoicing**:

- Pull completed work daily.
- Mark Invoices as ?Final? in QuickBooks and adjust dates to match completion date.
- Submit Invoices for all completed work to customers daily, if applicable.
- Organize, log, & balance completed Invoices in spreadsheet daily.
- Obtain Purchase Orders needed for payment if needed.
- Visit websites regularly checking for approvals, clicking off approvals, and submitting invoice numbers needed for payment per customer?s processes.

**Receiving Payments**:

- Ensure all Lien Releases are signed, submitted, & received by customer due dates.
- Receive/Enter payments by date of deposit.
- Update Master Aging Invoice Comments spreadsheet upon receipt/deposit of payment.
- Notify Owners & Controller of payment details as well as the week?s Current Total upon receipt of payment.
- Notify customers of any short-paid invoices immediately and resolve as quickly as possible.
- Notify Accounting Department of any back charges taken on payments, if applicable.

**Reporting/Follow Up**:

- Follow up on all unpaid invoices and short pays to customers.
- Search for duplicate invoices, confirm accuracy, and communicate with all internal personnel involved prior to following up on invoices to customers.
- Document all attempts to collect any debts or open invoices.
- File NTO?s and Liens when needed.
- Visit customers and discuss open invoices in person while building a relationship.
- Follow up with internal departments when necessary

**Additional Responsibilities**:

- Complete EPO?s on days when A/P Sub Specialist is out or busy.
- Review Sub Payroll on a weekly basis for pay and balance accuracy.
- Assist in answering phones.
- Assist in meeting and greeting customers and visitors.
- Communicate the purchase of office needs to Production Assistant.
- Maintain files, work area, and office organization.
- Any other item that may arise and is assigned.

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