Ap​/ar Specialist

Job Title:

Accountant / Office Manager

Job Description

This role oversees the full accounting cycle and office management for a food processing equipment and parts sales business. You enter and manage purchase orders, accounts payable, accounts receivable, invoicing, payroll, and tax-related activities in a largely manual environment. The pace is steady rather than fast, with a manageable volume of invoices and purchase orders each day. You work closely with ownership, provide accurate financial reporting, and help track sales, commissions, and inventory using spreadsheets and accounting software.

One week of training is provided to help you become fully independent in the role.

Responsibilities

• Enter and process purchase orders accurately, including tracking daily PO volumes and ensuring timely completion.

• Manage accounts receivable, including generating customer invoices, recording payments, and following up with customers to collect outstanding balances.

• Handle accounts payable by entering vendor invoices, preparing and running checks, and wiring payments to vendors on a regular schedule.

• Perform bank statement reconciliations on an ongoing basis, including bi-weekly reviews to verify collections from key customers.

• Reconcile credit card statements and ensure all transactions are recorded correctly in the accounting system.

• Run bi-weekly payroll, ensuring accurate calculation and timely payment to employees.

• Calculate and process monthly commissions for sales staff using Excel spreadsheets that are updated daily.

• Track and manage inventory levels, ensuring accurate recording of inventory movements and alignment with sales and purchasing activity.

• Prepare and file sales tax returns in compliance with applicable regulations.

• Prepare and file payroll tax returns, ensuring accuracy and timely submission.

• Analyze balance sheets and income statements to identify trends, discrepancies, and opportunities for improvement.

• Produce accurate financial reports and communicate results directly to the owners.

• Maintain organized financial records, spreadsheets, and documentation to support audits and internal reviews.

• Use Excel and accounting software to maintain daily accounting records and close monthly spreadsheets.

• Support office management activities, ensuring smooth day-to-day operations and effective communication within the office.

• Work independently, manage your own tasks, and proactively identify and resolve issues in the accounting and office processes.

• Contribute to an open, direct, and collaborative office culture, including participating in team celebrations when goals are achieved.

Essential Skills

• Hands-on experience with accounts receivable, including invoicing customers and following up for payment.

• Experience with accounts payable processes, including entering vendor invoices and running payables twice monthly.

• Proficiency in bank statement reconciliation and credit card statement reconciliation.

• Experience with payroll processing and related record-keeping.

• Familiarity with sales tax and payroll tax processes and compliance.

• Ability to track and manage inventory within an accounting or office environment.

• Strong Excel skills, including working with spreadsheets on a daily basis and closing them monthly.

• Extreme attention to detail and a commitment to producing accurate financial results.

• Task-driven mindset with the ability to manage multiple responsibilities in the full accounting cycle.

• Confidence in reporting financial information directly to ownership.

• Strong organizational skills to maintain orderly records and manage recurring accounting tasks.

• Ability to think independently, work without constant supervision, and take ownership of assigned duties.

• Comfort working in a straightforward, direct…