Accounts Receivable and Payable Specialist

Position Description : AR/AP Specialist

POSITION DESCRIPTION

Title & Reporting Relationships

Position Title:

Accounts Receivable and Payable Specialist

Reports to:

Accounting Manager

Brands:

SHG - Outerknown, Firewire Surfboards, Slater Designs

Department:

Accounting

Oversees:

N/A

Interactions:

Accounting and Finance, Wholesale, Customers and Vendors

Main Purpose and Major Challenges of the Role

Manage and maintain accurate customer and vendor accounts, ensuring timely billing, collections, vendor payments, and application of customer and vendor payments. This role plays a key part in maintaining healthy cash flow and building strong relationships with customers and vendors through professional communication and efficient account management.

ACCOUNTABILITY:

Accounts Receivable

• Generate and distribute accurate customer invoices and statements in a timely manner.
• Process incoming payments via checks, ACH, wire transfers, and credit cards.
• Apply payments to appropriate customer accounts and invoices in the accounting system.
• Reconcile accounts receivable ledger to ensure all payments are accounted for and properly posted.
• Monitor and follow up on past-due accounts; communicate with customers to resolve billing discrepancies and ensure prompt payment.
• Maintain detailed records of collection efforts and customer interactions.
• Work closely with the sales and customer service teams to resolve customer billing issues.
• Prepare regular aging reports, cash receipts summaries, and collection forecasts.
• Support month-end and year-end closing processes by providing accurate AR data and reconciliations.
• Recommend process improvements to enhance accuracy, efficiency, and customer satisfaction

• Maintain multiple accounting email accounts and respond in a timely manner
• Upload invoices to Stampli (AP platform) for approvals and processing
• Verify and process invoices for approval with appropriate GL coding, matching to purchase orders or other documentation when appropriate
• Identify and process payments and banking transactions
• Enter invoices into ERP system in a timely and accurate manner
• Prepare weekly AP Aging to identify invoices due for payment and process approved payments via ACH & wire transfers
• Reconcile and resolve vendor statement discrepancies
• Accurately create and manage vendor accounts
• Ensure completeness of vendor information and invoice documentation
• Assist with month-end close tasks as needed
• Maintain accurate records for audit & tax purposes

• Prepare PBC schedules as requested by auditors
• Provide support as needed for audit inquiries
• Other Ad Hoc Audit requests as deemed necessary

• Collaborates comfortably with other department leaders and responds to all requests quickly and thoroughly
• Jumps in to assist team members as needed
• Independent thinker and challenges the status quo to constantly strives to improve processes
• Values all people must be treated equally, respectfully, and fairly.
• Problem solver and embraces every challenge head on recognizing the opportunity to improve a situation or conflict.
• Detail and solution oriented in nature.
• Passionate about sustainability and has a genuine desire to take care of our planet.
• Patient and empathetic to your team, and people, value varying learning styles and experience and willing to invest in everyone on the team.

• 2-4 years of experience in accounts receivable or general accounting.
• Experience with Full Circle and/or Acumatica preferred.
• Strong understanding of accounting principles and AR processes.
• Excellent attention to detail and organizational skills.
• Effective written and verbal communication skills.
• Ability to prioritize and manage multiple deadlines.
• Proficient in Microsoft Excel and other MS Office applications.
• Customer-focused with strong problem-solving abilities.
• Excellent time management skills and sense of urgency
• Ability to recognize and react quickly and with ease to changing work demands
• Goal oriented with an ability to stay focused on creating winning results and teams