Accounts Payable Specialist

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ACCOUNTS PAYABLE SPECIALIST

RESPONSIBILITIES & DUTIES

We are currently seeking a talented, detailed-orientated individual to serve as an Accounts Payable Specialist. This individual will report to the AP Supervisor in the Accounting Department. The position will office out of our Corporate location in Plano, TX. Job Purpose The Accounts Payable Specialist is responsible for entering invoices and the accompanying payment requests are completed in a timely manner; they also receive and review travel expense claims for accuracy; they work to meet weekly and monthly deadlines, and carry out other financial duties related to the payables function as directed by the AP Supervisor.

Responsibilities

• Processing over 5,000 invoices monthly
• Main forms of communication is through teams or desk phones
• Reviews invoices received daily in email and designates to responsible departments
• Sends out daily unapproved queue reports to departments and informs department Supervisors the invoices in queues that need to be worked and approved asap that have not been handled from prior weeks
• Handling Accounts Payable’s queue when POS are processed and working with Fleet to get POs processed promptly so there are no prior week invoices awaiting POs
• Processed weekly check runs such as ASAP vendors and check requests
• Involved in month end close and working with department Supervisors daily when invoices are not being worked in the queues
• Handling all emails and phone calls pertaining to invoices or payment inquiries from individuals in the office or upset vendors concerning payments not received in a timely manner
• Working with other departments with questions or concerns if AP can assist with the issue at hand
• Sending weekly ACH remittances to vendors who receive wires
• Close AP internal goal by the 5th of the month. Stragglers through the 8th. *this is subject to change depending on holidays and flow of invoices received
• Reconciling vendor statements
• Creates new vendors
• Other projects and duties assigned by Supervisor that need handled

Knowledge, Skill, and Ability Requirements

• Attention to detail and accuracy
• Proficient entry skills
• Fully evaluating and handling issues that arise concerning invoices being received, invoices in the unapproved queues and inner office questions and concerns
• Multi-tasking with the ability to prioritize deadlines for driven tasks
• Discretion and confidentiality is a must
• Excellent customer service skills for handling vendor inquiries both phone calls and emails received
• Projects a professional image and demeanor at all times

Education and Experience

• 3 years of related accounting experience
• Advanced Microsoft skills including Excel required
• Viewpoint Construction Services software experience
• 2 years Excellent customer service experience

Schedule and offering Rate

• Monday-Friday 8am-5pm
• Rate $25
• Full 8 hour shift has to be maintained daily
• Overtime – can be approved when needed by Supervisor and specified tasks will be given with deadlines for overtime approved

Deadlines to Meet

• Upon arrival- clock in by 8AM no later. Pull invoices worked from responsible queues into a batches for both divisions. Send batches to Caitlin immediately after pulling both divisions so she can review and send to Mendy for posting. The batches need to be sent to Caitlin no later than 9AM.
• Daily Queue Reports and Issues- the daily queue reports for Company 1 and Company 25 both need to be sent no later than 10AM every morning to designated parties. When sending the email out to everyone- review what has older dates in the report for UA and when sending email inform each department what needs to be worked with older dates. (EX: If it is 5.26.22 and you see invoices untouched in the Queue Report older than 5.24.22, then in the email body, specify to that person, what invoices need to be handled asap and approved in their queues)

Ap Email- now you can start processing invoices from the email received from prior day. All daily invoices being received need to be entered into the responsible queues asap. If you have to download any invoices as they are sent all in one PDF file, please download and enter at that time. Email needs to be handled in full before 5PM. Only prior day invoices that should be left in the email, are ones being sent after 5PM there should not be any other prior days left untouched in the email by Friday afternoons at 5PM. AP Queue- the AP queue needs to be maintained daily. If you are not receiving purchase orders from the purchase department in a timely manner then you need to bring that up in the UA queue email that is sent and inform them how many days behind you are so they can get it caught up. Pos should be posted daily so we should never be waiting for Pos that are more than 2 days old. (EX: if it is the 26th of the month and they inform you that they are only posted to the 20th, that is an issue and you need to inform their Supervisor they need to get it caught up ASAP so AP is not delayed on any issues that arise when initializing to the daily Pos.) if not progress, then get with Caitlin so she can get with their Supervisor concerning. Weekly Check Runs- all check requests and ASAP vendors need to be turned in on Monday and processed no later than Wednesday. ASAP batch will need to be sent to Laura no later than 12PM so there are no delays in releasing checks. Weeks that have holiday, depending on the day the holiday falls on will depend when your deadline will be for ASAPs. Payment Inquiries- vendor payment inquires need handled upon receiving in the email so there are no accounts put on hold including vendor calls that come through need to be answered. ACH Remittance Inquiries- the Weekly vendors requesting remittances (typically come Thursdays) need to be responded to and the remittances sent upon receiving the email. All remittance inquiries need handled before leaving end of day. AP Queue- the AP queue needs to be completed in full and batched no later than the 5th of every month.

What we offer Competitive Salary Medical, Dental, Vision Insurance 401(k) LTD coverage GT Life Insurance RPM xConstruction, LLC is an Equal Employment Opportunity/Affirmative Action