AR-AP Specialist; Accounting Assistant

Basic Function

AR/AP Specialist - Accounting Assistant is responsible for collections of outstanding accounts receivable dollars from the existing client base and all other aspects of collections, maintaining collections records in the IT System, resolving customer billing problems and anticipating and resolving accounts receivable delinquency as we as timely maintaining the client master file (contacts, credit risk, etc.). This represents about 3/5 of the time.

The AP/accounting assistant helps processing AP invoices and other paperwork in the IT System, prepare the check runs and assist with documents filing and archives.

The duties of a B2B Collections Specialist include collection calls and/or correspondence in a fast-paced goal-oriented collections department:
Process collection (check remote deposit, credit card processing, etc.).

• Providing customer service regarding collection issues, process customer refunds, process and review account adjustments, resolve client discrepancies, short payments and account reconciliations. Responsible for monitoring and maintaining all accounts
  - Customer calls, account adjustments, small balance write-off, customer reconciliations and processing credit memos.
• Accountable for anticipating and reducing delinquency of all accounts.
• Enlist the efforts of sales and senior management when necessary to accelerate the collection process.
• Must communicate & follow up effectively with sales and Operations departments regarding customer accounts on a timely basis.
• Establish and maintain effective and cooperative working relationships with operations and sales.
• Prepare and submit pay applications.
• Uploading AR invoices to vendor portals as designated by Client and set up and maintain portal up-to-date.
• Manage liens on services properties as needed to secure payments.
• Maintain the collection records updated in a timely manner in the IT System.
• Prepare weekly collections KPI and reports.

Assist in the AP and accounting department on general duties as assigned:

• Enter PO related (ensuring 3-way matching) and no PO related invoices.
• Prepare check run, credit card payments and ACH in accordance with terms.
• Maintain vendor master file accurate and up to date.
• Answering vendor requests.
• Establish and maintain effective and cooperative working relationships with operations, supply chain and purchasing agents.

• Must understand how to collect using an aging report, DSO and call list.
• Must have strong commercial collections – Mid-sized companies preferred.
• Monthly statements.
• Processing monthly credit memos and the appropriate reporting.
• High volume phone calls to assigned delinquent customers.
• Manage customers on the shutdown report.
• Reconcile customer disputes as they pertain to payment of outstanding balances that are due.
• Provide excellent & considerate customer service to operations.
• Internal and External customer interface.
• Participating in team planning meetings.
• Meet defined department goals and activity metrics.
• Assist Accounts Payables with general ledger and account analysis.
• Assist A/P with data entry and filing.
• Ability to prioritize and manage multiple responsibilities.
• Cash Application on A/C.
• Assist in all phases of accounting (Account Payables, Accounts Receivables) Perform other assigned tasks and duties necessary to support the Finance Department and business of the Company.

• High School Diploma or equivalent required.
• 3-5 years High Volume corporate commercial Collections experience.
• Knowledge of Billing and Collections procedures.
• Accounts Receivable knowledge/experience a plus.
• Accounts Payable data entry and check run preparation.
• Proficient with MS Office- especially Outlook 365.
• Strong attention to detail, goal oriented.
• Commitment to excellent customer service.
• Excellent written and verbal communication abilities.