AR/AP Specialist - Aptus Group USA, LLC

Job Summary:

Accounts Receivable (AR):

Invoice Generation: Prepare/send invoices to clients in a timely manner, ensuring accuracy and adherence to agreed payment terms.

Payment Collection: Monitor and follow up on outstanding payments, applying receipts in QuickBooks.

Client Account Management: Maintain up-to-date client records in QuickBooks, including payment terms, W-9s, and other necessary documents.

Record Receipts: Enter client checks and payments into QuickBooks and reconcile accounts.

Reporting: Generate AR aging reports and provide updates to management.

Accounts Payable (AP):

Process Vendor Payments: Review and process incoming invoices from subcontractors and suppliers. Ensure compliance with purchase orders and contracts.

Payment Scheduling: Manage payments through QuickBooks Online Bill Pay, ensuring they are scheduled appropriately based on compliance and payment terms.

Credit Card Reconciliation: Match and reconcile credit card transactions and ensure accurate recording in financial systems.

Vendor Communication: Liaise with vendors regarding billing issues, refunds, and payment discrepancies.

Maintain Vendor Compliance: Ensure vendor compliance by collecting updated W-9s, Certificates of Insurance (COIs), and ACH forms.

Service Administrator Backup:

Work Order Distribution: Assist the Service Administrator in distributing facility maintenance work orders to service and project managers

Communication: Act as a point of contact for contractors regarding work order setup and updates.

Skills and Qualifications:

Experience: 2-3 years of experience in Accounts Receivable and/or Accounts Payable.

Software Skills: Proficiency in QuickBooks Online, Microsoft Excel, and Google Workspace.

Attention to Detail: Strong organizational skills with a high level of accuracy in financial processing.

Communication: Excellent written and verbal communication skills, with the ability to effectively follow up on payments and resolve discrepancies.

Problem Solving: Ability to troubleshoot and resolve issues related to invoices, payments, and vendor compliance.

Flexibility: Willingness to take on additional tasks, including supporting the service administration function as needed.

Preferred Qualifications:

Previous experience in facilities maintenance or a related industry.

Familiarity with subcontractor management and compliance processes.

Ability to manage multiple responsibilities and deadlines effectively.

Working Conditions:

Full-time position with occasional flexibility needed to meet deadlines.

Office-based with potential for some remote work.

Maintain organized and accurate records of all transactions, communications, and documentation related to accounts payable

Monitor the SC Payment Term log for any documents collected after invoicing and process as requested and approved

Collaboration

Work closely with the operations team, and finance teams to resolve any issues related to accounts payable

Assist in month-end and year-end closing processes by providing necessary documentation and reports

Process Improvement

Identify opportunities to streamline and improve accounts payable processes

Implement best practices to enhance efficiency and accuracy in billing and collections

Software and Systems Management

Utilize Quickbooks and other tools to manage accounts payable activities

Ensure data integrity and accuracy in financial systems

WorkSheet:

Record all payments made to contractors on the corresponding worksheet

Make adjustments to worksheets, vendor bills and job list as requested by Service/Project Manager and approved by a KAM