Accounts Payable/Accounts Receivable Administrator

Historic New England is one of the nation's leading cultural and preservation organizations, caring for remarkable historic properties, collections, and landscapes while finding new ways to connect the region's past with its present and future.

PRIMARY FUNCTION:

The Accounts Payable and Receivable Specialist supports Historic New England’s Business Services team by processing vendor payments and employee reimbursements and managing tenant billing and payment records. The position ensures transactions are accurate, properly documented and approved, and processed on time in accordance with organizational policies.

RESPONSIBILITIES:

Accounts Payable

• Manage the accounts payable email inbox and incoming paper invoices, ensuring invoices and inquiries are addressed promptly.
• Review invoices and payment requests for accuracy, supporting documentation, appropriate approval, and correct general ledger coding.
• Enter invoices and prepare payment batches, including checks and ACH payments, for review and authorization.
• Distribute approved payments and required supporting documentation to vendors.
• Review and code corporate credit card transactions, obtain required approvals and receipts, and process payments.
• Collect and maintain vendor documentation, including Forms W-9 and certificates of insurance, and route documents to appropriate staff.
• Review and process employee travel and expense reimbursements and petty cash submissions in accordance with organizational policies.
• Coordinate utility invoice processing and payment for all sites, primarily through the corporate credit card, and maintain records to identify missing invoices and prevent late or duplicate payments.
• Respond to vendor and employee inquiries and research invoice discrepancies, outstanding balances, and payment issues.
• Bring unresolved discrepancies or unusual transactions to the Assistant Controller.

Accounts Receivable

• Maintain and track tenant lease information to ensure accurate billing and timely updates to tenant accounts.
• Generate and issue monthly tenant invoices.
• Record and apply tenant payments in the accounting system.
• Prepare monthly accounts receivable and aging reports for review by the Assistant Controller.
• Monitor tenant account balances, follow up on past-due payments, and document collection communications.
• Escalate delinquent accounts to the Assistant Controller for additional collection efforts as needed.
• Research billing and payment discrepancies and report unresolved issues to the Assistant Controller.

General Support

• Maintain an accurate and accessible filing system for all payable and receivable source documents.
• Ensure postage meters remain operational and troubleshoot issues as needed.
• Perform other duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent and at least two years of relevant accounting or bookkeeping experience, including accounts payable processing.
• Experience using computerized accounting software to process accounts payable required; accounts receivable experience preferred.
• Working knowledge of Microsoft Office applications, including Excel and Outlook.
• Strong attention to detail and the ability to maintain accurate financial records.
• Ability to organize work, manage competing priorities, and meet payment and billing deadlines.
• Ability to research discrepancies, resolve routine issues, and recognize when additional review is needed.
• Clear, professional communication skills and the ability to work effectively with vendors, tenants, and staff across the organization.
• Ability to work independently and collaboratively as part of a team.
• Ability to handle confidential financial and organizational information with discretion.