Accounting Operations Specialist

SUMMARY OF POSITION

The Accounting Operations Specialist supports accounting operations across company locations with primary responsibilities in accounts receivable, accounts payable, fixed asset recordkeeping, ERP transaction accuracy, reconciliations, and related month‑end close support. This position helps ensure customer invoices, vendor invoices, payments, cash application, fixed asset activity, and supporting accounting records are processed accurately, timely, and consistently across the business.

This role works closely with Finance, Operations, Purchasing, Sales, Customer Service, vendors, and customers to resolve transaction issues, improve process discipline, and support accurate financial reporting.

This list of duties and responsibilities is not all‑inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Prepares, reviews, and processes customer invoices accurately and timely across company locations.
• Records and applies customer payments, including cash receipts, ACH payments, checks, and other payment activity.
• Monitors accounts receivable aging, past‑due balances, credit memos, deductions, unapplied cash, and other customer account issues.
• Supports collections activity by communicating with customers and coordinating internally with Sales, Customer Service, and Operations as needed.
• Researches and resolves customer invoice discrepancies, short payments, billing errors, payment application issues, and other AR‑related questions.
• Maintains accurate customer records and supports customer setup, account maintenance, credit review support, and customer master data accuracy within the ERP system.
• Processes vendor invoices accurately and timely, including proper coding, documentation, approval, and matching to purchase orders and receipts where applicable.
• Monitors accounts payable aging, vendor statements, invoice holds, payment timing, and unresolved vendor discrepancies.
• Prepares vendor payment recommendations based on due dates, vendor terms, cash planning, and business priorities.
• Coordinates with Purchasing, Receiving, Operations, and vendors to resolve pricing differences, quantity discrepancies, missing receipts, missing approvals, and other invoice issues.
• Maintains accurate vendor records and supports appropriate controls over vendor setup and vendor master data changes.
• Reviews and reconciles corporate credit card activity, ensuring proper coding, documentation, and approvals.
• Maintains the company’s fixed asset records, including asset additions, disposals, transfers, depreciation support, and related documentation.
• Supports the tracking of capital projects from approval through in‑service date, including capitalization timing, supporting documentation, and communication with Finance and Operations.
• Reconciles fixed asset activity to the general ledger and assists with fixed asset‑related month‑end entries and reporting.
• Prepares or supports assigned account reconciliations related to accounts receivable, accounts payable, fixed assets, accrued expenses, credit cards, cash receipts, and other balance sheet accounts as needed.
• Prepares or assists with month‑end AP accruals, cutoff review, subledger review, and supporting schedules used in the financial close process.
• Prepares AR aging, AP aging, collections, cash receipts, fixed asset, and other accounting reports for management review as requested.
• Serves as a key user and process resource for AR/AP and related accounting workflows within the company’s ERP system.
• Helps standardize AR/AP and related accounting processes across locations, including documentation of standard work instructions and process expectations.
• Identifies opportunities to reduce manual work, improve accuracy, eliminate duplicate effort, and strengthen accountability within accounting workflows.
• Supports proper segregation of duties, approval controls, documentation standards, and audit readiness.
• Provides support for external audits, financial reviews, sales tax reporting, property tax support, insurance reporting, and other compliance‑related requests as…