Accounting Support Specialist

Pay: $20-25/hr.

Job Description:

Our client is seeking an Accounting Support Specialist supporting its facilities services operation. 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.

Must Haves:

• 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.

Preferred:

• 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.

Essential Duties and Responsibilities

• -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.

Accounts Payable and RAMP Administration

• -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, and 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.

Supplier Invoice and Usage Reconciliation

• -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.

Pass-Through and Supply Billing

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