AP/AR Specialist

Water Lilies Food, LLC.; Bay Shore (NY); In loco; USD 55.000 - 75.000; Tempo pieno

Descrizione del lavoro

Water Lilies Food, LLC. is seeking an Accounts Receivable/Accounts Payable Specialist in New York to support daily financial operations. You will manage customer payments, process vendor invoices, and maintain accurate records throughout the AR and AP cycles.

Collaborating with sales, purchasing, and operations, you will help resolve payment issues and assist with month-end close while upholding internal controls.

Competenze

• 2+ years of Accounts Payable experience.
• 2+ years of Accounts Receivable experience.
• Experience with basic Accounting functions.
• Experience with Microsoft Office (Excel)

Mansioni

• Monitor aging AR balances and follow up on past due accounts.
• Resolve payment issues with customers and vendors in a professional manner.
• Process vendor invoices and ensure proper approvals.
• Reconcile accounts and assist with month-end closing.
• Maintain vendor records, W-9 forms, and assist with 1099 reporting.
• Support internal controls and prepare routine accounting reports.

Conoscenze

Interpersonal skills

Attention to detail

Organizational skills

Integrity & ethics

Team collaboration

Strumenti

Microsoft Excel

ERP system

Microsoft Office

Descrizione del lavoro

The Accounts Receivable/Accounts Payable Specialist is responsible for supporting the organization’s day-to-day financial operations by managing both the account receivable collections process and the account payable function. This position ensures timely collection of customer payments, accurate processing of vendor invoices, and maintenance of financial records in accordance with company policies and internal controls.

This role works closely with customers, vendors, sales, purchasing and operations to resolve payment issues, maintain accurate account information, and support month-end closing activities. The position reports to the Financial Administrator, who serves as the primary backup for this role.

Responsibilities

Accounts Receivable

• Monitor customer accounts and proactively follow up on past due balances.
• Contact customers regarding outstanding invoices and resolve payment issues in a professional and timely manner.
• Maintain and review the Accounts Receivable aging report, escalating delinquent accounts when necessary.
• Research and resolve customer deductions, short payments, pricing discrepancies, and other billing issues by working with internal departments.
• Apply customer payments accurately and reconcile customer accounts.
• Process customer credit memos and adjustments as approved.
• Maintain accurate customer account records within the ERP system.
• Prepare aging reports and other receivable-related reports for management.
• Assist with month-end accounts receivable reconciliations.

Accounts Payable

• Process purchase order and non-purchase order invoices accurately and in a timely manner, ensuring proper approvals are obtained
• Verify invoice accuracy, pricing, coding, and supporting documentation.
• Process vendor payments through checks, ACH, wire transfers, and corporate credit cards.
• Ensure available vendor discounts are taken whenever possible.
• Reconcile vendor statements and resolve invoice discrepancies.
• Maintain vendor master records, including new vendor setup and required documentation.
• Collect and maintain vendor W-9 forms and assist with annual 1099 reporting.
• Calculate and process commission payments as assigned.
• Maintain organized accounts payable records in accordance with company retention policies.
• General Accounting & Administrative Support
• Assist with month-end closing activities, including account reconciliations and reporting.
• Support internal and external audits by providing requested documentation.
• Help maintain strong internal controls and identify opportunities for process improvements.
• Cross-train with other accounting team members to provide departmental backup.
• Maintain confidentiality of financial information.
• Perform other accounting and administrative duties as assigned.
• 2+ years of Accounts Payable experience
• 2+ years of Accounts Receivable experience
• Experience with basic Accounting functions
• Experience with Microsoft Office (emphasis on Excel spreadsheet applications)
• Great interpersonal skills
• Strong attention to detail
• Highly organized
• Demonstrates integrity and encourages ethical behavior and decision-making.
• Ability to work independently and collaboratively within a team

Physical Requirements

The employee will occasionally move within the office to access office machinery, file cabinets, and collaborate with colleagues. Consistent use of office equipment, such equipment may include but not limited to computers, phones, printers, and copiers. The employee will be required to frequently communicate with both internal staff members as well as external parties or customers and must be able to convey accurate information. This job description reflects management’s assignment of essential functions, it does not exclude or restrict the tasks that may be assigned. This job description is subject to change based on company needs as expressed by management.