AP/AR Associate

Management Solutions, Inc; Boca Raton (FL); On-site; USD 42,000 - 52,000; Full time

Job summary

Management Solutions, Inc. is seeking a detail-oriented Accounts Receivable/Accounts Payable professional in Boca Raton to manage full-cycle processes.

You will build Excel-based schedules, import templates, and reconciliations, post transactions, and send statements and remittances to customers and vendors. The role requires handling large data volumes in Excel, strong organizational skills, and a proactive, customer-service oriented mindset.

Qualifications

• High School Diploma or equivalent.
• 4-year degree preferred in Accounting, Finance, Business Administration, or related field.
• 1+ year experience in Accounts Payable, Accounts Receivable, Accounting, or similar finance role preferred.
• Intermediate (or higher) Excel skills.
• Strong analytical and problem-solving skills.
• Excellent verbal and written communication skills.
• Highly organized & proven ability to follow through consistently.
• Proficiency in MS Office required.

Responsibilities

• Build and maintain Excel-based schedules, import templates, reconciliations, and ad hoc reports.
• Adhere to tight timeline in monthly billing process to import thousands of rows of invoice data each month.
• Monthly, review hundreds of customer statements against support before uploading statements to the Dealer Portal.
• Prepare payment selections for review, and prepare settlement runs for approval.
• Assist with and own detailed payment reconciliations for certain clients, especially clients who pay via check and short-pay, pre-pay, or over-pay their outstanding balance.
• Review credit balances on customer accounts, and propose whether the company should refund the customer or hold onto the credit balance.
• Run the Aging report each month and recommend how open balances should be addressed.
• Perform dunning exercises for outstanding customer balances, exhibiting excellent customer service and strong communication skills.
• Assist with detailed reconciliations of General Ledger account activity in the accounting system of record.
• Reconcile variances between accounting system’s general ledger and the AR aging.
• Assist with reconciling and summarizing any balances found at month-end in clearing accounts.
• Understand our growing client population and request updates to customer profiles and supplier profiles as necessary to improve organization and/or streamline payment processes
• Maintain segregation of duties and uphold strong control environment when processing transactions
• Consistently maintain highly organized scans/electronic filing for record keeping
• Support process improvement and automation initiatives
• Must communicate clearly, courteously, and effectively with external and internal stakeholders on behalf of the department
• Display initiative and consistently follow-through
• Demonstrate flexibility to multi-task and effectively balance priorities to meet tight deadlines in a fast-paced environment

Skills

Excel

Analytical skills

Communication skills

Organization

Education

High School Diploma or equivalent

Bachelor's degree in Accounting/Finance/Business Administration (preferred)

Tools

MS Office

Excel (Advanced)

Job description

SUMMARY

You will be part of a team responsible for the full-cycle Accounts Receivable (“AR”) and Accounts Payable (“AP”) processes. Primary tasks include, but are not limited to, creating and maintaining Excel schedules and import templates, posting transactions in the accounting system of record, sending customer statements/invoices to customers, preparing payment selections and settlement runs, sending remittance advice to payees for initiated payments, performing payment reconciliations, and closely monitoring and handling aged balances. This person must be very comfortable managing large volumes (10K+ lines) of data in Excel, and s/he must be very detail-oriented, always following through to ensure tasks are completed accurately. To perform this job successfully, the candidate must be a proactive, dependable team player with a great customer service orientation and ability to learn quickly.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Build and maintain Excel-based schedules, import templates, reconciliations, and ad hoc reports
• Adhere to tight timeline in monthly billing process to import thousands of rows of invoice data each month
• Monthly, review hundreds of customer statements against support before uploading statements to the Dealer Portal
• Prepare payment selections for review, and prepare settlement runs for approval
• Assist with and own detailed payment reconciliations for certain clients, especially clients who pay via check and short-pay, pre-pay, or over-pay their outstanding balance
• Review credit balances on customer accounts, and propose whether the company should refund the customer or hold onto the credit balance
• Run the Aging report each month and recommend how open balances should be addressed
• Perform dunning exercises for outstanding customer balances, exhibiting excellent customer service and strong communication skills
• Assist with detailed reconciliations of General Ledger account activity in the accounting system of record
• Reconcile variances between accounting system’s general ledger and the AR aging
• Assist with reconciling and summarizing any balances found at month-end in clearing accounts
• Understand our growing client population and request updates to customer profiles and supplier profiles as necessary to improve organization and/or streamline payment processes
• Maintain segregation of duties and uphold strong control environment when processing transactions
• Consistently maintain highly organized scans/electronic filing for record keeping
• Support process improvement and automation initiatives
• Must communicate clearly, courteously, and effectively with external and internal stakeholders on behalf of the department
• Display initiative and consistently follow-through
• Demonstrate flexibility to multi-task and effectively balance priorities to meet tight deadlines in a fast-paced environment

QUALIFICATIONS (Education, Experience, & Skills required)

• High School Diploma or equivalent
• 4-year degree preferred, in Accounting, Finance, Business Administration, or related field of study
• 1 or more years of experience in Accounts Payable, Accounts Receivable, Accounting, or similar finance role preferred
• Intermediate (or higher) Excel skills
• Strong analytical and problem-solving skills
• Excellent verbal and written communication skills
• Highly organized & proven ability to follow through consistently
• Proficiency in MS Office required