Accounts Payable/Receivable

Accounts Payable Duties

• Oversee day-to-day accounts payable transactions, including but not limited to:
• Creating new vendor profiles using verified W9 forms and banking information.
• Verifying and obtaining management approval for vendor invoices without an approved purchase order.
• Entering invoices into the accounts payable system.
• Reconciling vendor statements monthly.
• Filing and maintaining supplier records, including tax exemptions and Certificates of Insurance (COI).
• Analyzing Accounts Payable (AP) aging reports before bi-weekly payments.
• Collaborating with the CFO to release vendor payments via checks and ACH methods.
• Performing other accounts payable duties as assigned by the CFO.

Accounts Receivable Duties

• Manage day-to-day accounts receivable transactions, including but not limited to:
• Creating new customer profiles using approved and signed contracts, quotes, purchase orders, and W9 information.
• Setting up jobs and sales orders per project for purchase order customers.
• Generating non-purchase order invoices as approved by management.
• Understanding and applying multiple billing rates per customer.
• Creating invoices using packing slips or timesheets according to customers' billing requirements.
• Identifying, resolving, and reconciling billing discrepancies.
• Processing credit memos and refunds as approved by the CFO.
• Analyzing and resolving billing discrepancies identified on AR aging reports or project reports.
• Working closely with project managers weekly to discuss open or delayed sales orders and reporting back to the CFO.
• Reviewing AR Aging reports weekly to ensure all actual costs and revenues are recorded.
• Inventory experience encouraged but not required
• Serving as a backup for payroll processing.
• Completing all unemployment letters received from government agencies.
• Reviewing and responding to daily accounting emails - internally and externally
• Present in the office for work duties; not remote.
• Bilingual encouraged not required
• Bachelor's degree in accounting encouraged, not required.
• Inventory experience encouraged but not required
• Serving as a backup for payroll processing.
• Completing all unemployment letters received from government agencies.
• Reviewing and responding to daily accounting emails - internally and externally
• Present in the office for work duties; not remote.
• Bilingual encouraged not required
• Bachelor's degree in accounting encouraged, not required.