Accounting Support Specialist

The Accounting Support Specialists responsibilities include accounts payable, customer billing, invoice reconciliation, vendor payments, and maintaining financial records. The ideal candidate is organized, detail-oriented, and comfortable managing multiple priorities and deadlines.

• 2+ years’ experience in accounts payable, accounts receivable, billing, or accounting administration.
• Experience with Net Suite and/or RAMP bill payment platforms.
• Experience reviewing vendor invoices, processing payments, and reconciling transactions.
• Experience maintaining financial documentation and supporting spreadsheets.

• Experience supporting a facilities management or service-based organization.
• Experience with vendor portals, supplier contracts, and usage-based billing.
• Experience reconciling customer payments, purchase orders, and supplier expenses.

• Cash Receipts and Customer Payments
• Monitor and process customer payments received by check, ACH, electronic payments, and other approved methods.
• Match deposits and electronic payments to the appropriate customer invoices.
• Maintain bank statements, deposit confirmations, payment documentation, and invoice support.
• Coordinate physical check deposits and maintain supporting records.
• Research discrepancies between payments received and outstanding invoices.
• Maintain organized records supporting cash receipts and customer account activity.

• Collect, review, and organize receipts and vendor invoices.
• Reconcile RAMP transactions to invoices and receipts.
• Assign appropriate general ledger codes and cost centers.
• Identify missing receipts, invoices, or supporting documentation and follow up for resolution.
• Process approved online vendor payments and maintain payment documentation.
• Support the Accounting team with properly coded and documented transactions.

• Review supplier invoices against products ordered and quantities received.
• Verify backorders and ensure the company is invoiced only for products received.
• Reconcile invoices against proof-of-delivery documentation, vendor statements, and usage reports.
• Review expenses by account, cost center, and expense category.
• Monitor tax-exempt accounts for appropriate tax treatment.
• Prepare monthly supplier usage information for management.
• Assist with reconciliation of consumables, janitorial supplies, chemicals, equipment, and equipment-repair expenses.
• Maintain supporting spreadsheets and documentation for monthly reporting.
• Assist with preparing and issuing recurring base-contract invoices.
• Maintain customer billing information, purchase orders, payment terms, contract changes, and monthly billing records.
• Prepare invoices for additional service requests, extra work, labor-only assignments, and other non-recurring services.
• Verify supporting documentation is included before invoices are finalized.
• Coordinate with Operations and management to obtain amounts, work authorizations, payroll documentation, and other required backup.
• Maintain billing templates and records in the approved shared-file environment.

• Prepare supporting calculations for customer pass-through supply and consumable expenses.
• Separate supplies and consumables according to individual customer contract requirements.