AR/AP Specialist

Description

The Accounts Receivable / Accounts Payable Specialist is responsible for supporting the day-to-day accounting operations of the organization through a combination of accounts payable and accounts receivable responsibilities. This position is expected to spend approximately 75% of its time supporting Accounts Payable functions and 25% supporting Accounts Receivable activities. However, the allocation of responsibilities may fluctuate based on departmental priorities, workload demands, staffing needs, and overall business requirements.

Requirements

Accounts Payable (Primary Responsibility)

• Enter vendor invoices for payment based on material receipt and established payment schedules.
• Enter miscellaneous payments, including utilities, insurance, taxes, maintenance bills, and other expenses for future payment processing.
• Match invoices with remittance documentation for credit card and check payment runs.
• Communicate with branch managers to obtain freight charges and other invoice-related information.
• Sort and distribute vendor and miscellaneous invoices by branch location.
• Maintain accurate records and documentation related to accounts payable transactions. 

Accounts Receivable (Secondary Responsibility)

• Post customer payments and prepare daily bank deposits.
• Prepare and distribute daily accounts receivable deposit reports.
• Assist with customer and branch credit, payment, and invoicing issues.
• Process and establish new customer accounts as directed.
• Respond to customer and branch inquiries and assist in resolving account-related concerns.
• Perform customer collection calls and email follow-up as assigned.
• Maintain accurate customer account documentation and records.
• Update customer files and account information as needed.
• Reconcile daily cash and credit card logs from all locations.
• Process departmental mail, correspondence, and customer account notifications.

General Responsibilities

• Maintain clear, accurate, and organized financial records.
• Collaborate effectively with Accounting, Credit, Branch Operations, and other departments.
• Provide excellent customer service to vendors, customers, and internal stakeholders.
• Support departmental projects and process improvement initiatives.
• Perform other duties and responsibilities as assigned.

Qualifications:

Education, Skills, and Experience

• High School Diploma or equivalent required.
• Accounting, bookkeeping, business, or related background preferred.
• 1+ years of Accounts Payable, Accounts Receivable, bookkeeping, or related accounting experience preferred.
• Experience working in a fast-paced, multi-tasked office environment.
• Strong computer skills with proficiency in Microsoft Office, including Outlook, Excel, and Word.
• Experience working within an ERP system; P21 experience preferred.
• Strong data entry and typing skills.
• Ability to maintain confidentiality and handle sensitive financial information.

Behavioral Competencies

• Strong attention to detail and commitment to accuracy.
• Highly organized with effective time management skills.
• Ability to prioritize tasks and meet deadlines.
• Strong customer service and communication skills.
• Comfortable performing routine and repetitive tasks while maintaining accuracy.
• Ability to adapt to changing priorities and workload demands.
• Ability to work effectively under pressure during busy periods.
• Team-oriented mindset with a willingness to support department goals and business needs.

Working conditions

Normal office environment Monday through Friday.

Physical requirements

This job is performed in an office environment with long periods of sitting, working on the computer, answering phones, operating office equipment such as copiers, fax, etc. Standing and walking around are also performed on a regular basis. Filing is required where stooping, kneeling may be involved with the ability to lift up to 25 pounds. 

Direct reports

This position is a non-supervisory role and has no direct reports.