AP/AR Specialist

Job Description

Job Description

Job Title: Account Receivable/Accounts Payable Associate (Administrator)

Location: Weymouth, MA

Employment Type: Full-Time

Department: Finance

Reports To: Controller

SUMMARY: The Accounts Receivable/Accounts Payable (AR/AP) Associate is responsible for all aspects of the accounts receivable and accounts payables functions, ensuring accurate financial records, and supporting the overall financial health of the organization.

DUTIES AND RESPONSIBILITIES:

General:

• Sorts and distributes incoming mail.
• Maintains organized and accurate financial records to support internal and external audits and tax reporting.
• Maintains electronic records of all transactions, ensuring proper filing and documentation.
• Ensures that all accounts receivable and payable activities comply with company policies and legal requirements.
• Coordinates with other departments to ensure accuracy of financial transactions.
• Assists with audits by providing necessary documentation and financial records.
• Reconciles bank accounts.
• Prepares reports related to accounts payable and receivable for management review.
• Other responsibilities as requested.

Accounts Payable:

• Enters expense invoices into accounting software, verifying proper account coding and period posting.
• Matches inventory receipts to vendor bills. Keeps track of invoices partially received.
• Communicates unit cost discrepancies to appropriate Buyer.
• Submits proposed list of open invoices for weekly vendor payments.
• Pays vendors by check, or by ACH or wire on bank website.
• Applies vendor prepayments to open invoices, ensuring vendors are not paid twice.
• Runs various month end reports such as AP Aging, Open Purchase Orders Pending Billing, and Vendor Prepayments.
• Reconciles open payables to Vendor Statements, requesting missing documents when necessary.
• Maintains Vendor data including W-9s and certificates of insurance.
• Assists with accumulation of payment data necessary to file annual 1099 forms.

Accounts Receivable:

• Processes customer payments received by e-mail (ACH and credit card) and mail (check).
• Records receipt and application of funds on customer accounts in Accounting software.
• Deposits checks via Bank websites Remote Deposit Capture.
• Resolves Customer payment discrepancies and respond to requests for such items as invoices, statements, or proof of delivery.
• Collects on past due Customer accounts utilizing e-mail and telephone. Works with Customers to facilitate timely payments.
• Assists in the preparation of month-end and year-end closing processes.

QUALIFICATIONS:

• Bachelors degree in Accounting, Finance, or related field preferred.
• Experience with accounting software. NetSuite preferred but not required.
• Minimum of 5 years experience in accounts payable and receivable processes.
• Knowledge of Microsoft Office Suite; intermediate level of Excel skills.
• Attention to detail.
• Strong organizational and time management skills.
• Communicates effectively with members of all departments across the Company.
• Handles sensitive financial information with confidentiality.
• Manage multiple projects at one time with confidence.
• Problem solving skills.