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AR/AP Specialist

2 months ago

Charlotte, North Carolina, United States Aptus Group USA, LLC Full time
Job Title: AR/AP Specialist

Job Summary:

The AR/AP Specialist will be responsible for managing the accounts receivable and payable functions for the company. This includes preparing and sending invoices to clients, monitoring and following up on outstanding payments, and maintaining accurate records of all transactions.

Key Responsibilities:

  • Prepare and send invoices to clients in a timely manner, ensuring accuracy and adherence to agreed payment terms.
  • Monitor and follow up on outstanding payments, applying receipts in QuickBooks.
  • Maintain up-to-date client records in QuickBooks, including payment terms, W-9s, and other necessary documents.
  • Enter client checks and payments into QuickBooks and reconcile accounts.
  • Generate AR aging reports and provide updates to management.
  • Process vendor payments, review and process incoming invoices from subcontractors and suppliers, and ensure compliance with purchase orders and contracts.
  • Manage payments through QuickBooks Online Bill Pay, ensuring they are scheduled appropriately based on compliance and payment terms.
  • Match and reconcile credit card transactions and ensure accurate recording in financial systems.
  • Liaise with vendors regarding billing issues, refunds, and payment discrepancies.
  • Ensure vendor compliance by collecting updated W-9s, Certificates of Insurance (COIs), and ACH forms.
  • Assist the Service Administrator in distributing facility maintenance work orders to service and project managers.
  • Act as a point of contact for contractors regarding work order setup and updates.

Requirements:

  • 2-3 years of experience in Accounts Receivable and/or Accounts Payable.
  • Proficiency in QuickBooks Online, Microsoft Excel, and Google Workspace.
  • Strong organizational skills with a high level of accuracy in financial processing.
  • Excellent written and verbal communication skills, with the ability to effectively follow up on payments and resolve discrepancies.
  • Ability to troubleshoot and resolve issues related to invoices, payments, and vendor compliance.
  • Flexibility to take on additional tasks, including supporting the service administration function as needed.

Preferred Qualifications:

  • Previous experience in facilities maintenance or a related industry.
  • Familiarity with subcontractor management and compliance processes.
  • Ability to manage multiple responsibilities and deadlines effectively.

Working Conditions:

Full-time position with occasional flexibility needed to meet deadlines. Office-based with potential for some remote work.

Maintain organized and accurate records of all transactions, communications, and documentation related to accounts payable. Monitor the SC Payment Term log for any documents collected after invoicing and process as requested and approved. Collaborate with the operations team and finance teams to resolve any issues related to accounts payable. Assist in month-end and year-end closing processes by providing necessary documentation and reports. Identify opportunities to streamline and improve accounts payable processes. Implement best practices to enhance efficiency and accuracy in billing and collections. Utilize QuickBooks and other tools to manage accounts payable activities. Ensure data integrity and accuracy in financial systems. Record all payments made to contractors on the corresponding worksheet. Make adjustments to worksheets, vendor bills, and job lists as requested by Service/Project Manager and approved by a KAM.