Accounts Payable​/Accounts Receivable

Credit, Accounts Receivable, Accounts Payable Associate Position Summary

Alkavida Inc. is seeking a Credit, Accounts Receivable & Accounts Payable Associate to manage credit applications, sales rep contracts, and financing coordination alongside the day-to-day accounts receivable and accounts payable functions of the organization. This role is the connective tissue between the sales team, fulfillment operations, and accounting ensuring deals move forward smoothly, customers and reps are set up with the right financing, commissions are paid accurately, and the company's cash flow is managed efficiently through timely, accurate processing of incoming and outgoing payments.

This position works closely with the sales team, fulfillment partners, and the Senior Accounting Manager, and requires strong attention to detail, sound judgment on financing decisions, and comfort working across multiple software platforms and accounting systems.

Serve as the top priority contact for processing all credit applications and sales rep contracts to keep deals moving forward efficiently.

Review and process credit applications, assisting reps and customers with financing applications from start to finish.

Communicate credit decisions and available financing options clearly to sales reps and customers, matching customers with the best possible financing option for their needs.

Ensure compliance with all applicable financing guidelines and company policy.

Track all contracts to closure, maintaining consistent communication with the sales team to resolve outstanding action items and close deals.

Oversee end-to-end contract fulfillment, including shipping follow-ups, coordination with plumbers and other service partners, and direct communication with customers.

Review commission agreements and coordinate with accounting to ensure sales reps are paid accurately and on time, avoiding delays or discrepancies.

Reconcile vendor/sales-rep purchases against commission accounts including matching invoices and credits, voiding invoices as needed, applying credits to close open invoices, and creating and closing credits for un-deducted purchases following established procedures to prevent errors or buildup.

Support new-employee and customer onboarding with accuracy and clarity, including account setup and orientation to company systems.

Process invoices, issue payments, and maintain accurate billing records.

Verify proper coding of expenses charged through the billing process and route incoming invoices through the approval workflow.

Issue, track, and reconcile travel advances.

Reconcile associated AP accounts (Accounts Payable, Prepaid Expenses, Credit Card expenses, etc.) and resolve discrepancies.

Assist in financial reviews and audits, generating reports as needed.

Respond to client, vendor, and employee inquiries with exceptional customer service, resolving billing issues through clear communication.

Prepare and file sales and use tax returns and 1099s, and assist with other state, local, or federal reporting in a timely manner.

Review and prepare project-based invoices, ensuring coding and billing data is accurate and complete.

Process AR transactions, including recording cash receipts, posting transactions, and making bank deposits as needed.

Review and communicate any short payments with internal and external stakeholders.

Process and remit refunds and credits upon approval.

Monitor and follow up on outstanding invoices to ensure timely client payments.

Prepare monthly reconciliations for AR-related accounts (Accounts Receivable, Deferred Revenue, and other related revenue accounts), ensuring balances agree to sub-ledger, general ledger, and internal/external reports.

Maintain accurate files to ensure the accuracy and compliance of financial records, and provide ad-hoc reporting as needed.

used as the central platform for project and customer tracking, including current and pending customers, credit application files, and status updates from sales and fulfillment teams.

Jobber used to schedule and manage service calls, review the calendar, and coordinate dispatching.

Quick Books (2019 and legacy version) must carefully distinguish between systems by invoice date and consult a manager when unsure before entering or editing data.

Microsoft Suite (Outlook, Word, Excel), including comfort with Excel formulas and data sorting.

Associate and/or…