Accounts Payable/Receivable

Accounts Payable Duties

• Oversee day-to-day accounts payable transactions, including but not limited to:
  1. Creating new vendor profiles using verified W9 forms and banking information.
  2. Verifying and obtaining management approval for vendor invoices without an approved purchase order.
  3. Entering invoices into the accounts payable system.
  4. Reconciling vendor statements monthly.
  5. Filing and maintaining supplier records, including tax exemptions and Certificates of Insurance (COI).
  6. Analyzing Accounts Payable (AP) aging reports before bi-weekly payments.
  7. Collaborating with the CFO to release vendor payments via checks and ACH methods.
  8. 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:
  1. Creating new customer profiles using approved and signed contracts, quotes, purchase orders, and W9 information.
  2. Setting up jobs and sales orders per project for purchase order customers.
  3. Generating non-purchase order invoices as approved by management.
  4. Understanding and applying multiple billing rates per customer.
  5. Creating invoices using packing slips or timesheets according to customers' billing requirements.
  6. Identifying, resolving, and reconciling billing discrepancies.
  7. Processing credit memos and refunds as approved by the CFO.
  8. Analyzing and resolving billing discrepancies identified on AR aging reports or project reports.
  9. Working closely with project managers weekly to discuss open or delayed sales orders and reporting back to the CFO.
  10. 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.