Accounts Payable / Accounts Receivable Specialist

Accounts Payable & Accounts Receivable Specialist

Department: Accounting
Reports To: Regional Accounting Manager & Financial Controller
FLSA Status: Non - Exempt

Position Summary

The Accounts Payable & Accounts Receivable Specialist is responsible for managing the day-to-day accounts payable and accounts receivable functions of the organization. This position ensures the accurate and timely processing of vendor invoices, customer billings, collections, cash applications, account reconciliations, and financial record maintenance. The role supports month-end close activities, financial reporting, internal controls, and audit requirements while maintaining strong relationships with vendors, customers, project managers, and internal departments.

The ideal candidate will possess strong accounting knowledge, excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Accounts Payable Responsibilities

• Review and verify vendor invoices for accuracy and compliance with contract terms and vendor agreements. Ensure proper documentation, including lien waivers, insurance certificates, and progress reports, is submitted with invoices.

• Process vendor invoices accurately and timely in accordance with company policies and procedures. 

• Ensure timely payments to vendors in accordance with agreed payment terms. 

• Reconcile vendor statements and resolve payment discrepancies. 

• Reconcile payments and resolve discrepancies with subcontractors, vendors, and project managers. 

• Prepare payment batches, including checks, ACH transfers, wire payments, and credit card transactions. 

• Collaborate with project managers, labor compliance personnel, and legal teams to address vendor payment issues. 

• Maintain accurate records of vendor payments and outstanding balances. 

• Generate reports related to vendor payments and outstanding balances. 

• Maintain effective communication with vendors regarding payment status and account inquiries. 

• Ensure AP processes comply with internal controls, audit requirements, and company policies. 

• Provide documentation and support for internal and external audits. 

Accounts Receivable Responsibilities

• Prepare and process customer invoices accurately and timely. 

• Ensure proper billing in accordance with contract terms, project milestones, and customer requirements. 

• Monitor customer account balances and aging reports. 

• Apply customer payments accurately and timely. 

• Reconcile customer accounts and investigate payment discrepancies. 

• Follow up on past-due invoices and collections activities. 

• Communicate professionally with customers regarding outstanding balances and payment arrangements. 

• Maintain detailed records of delinquent accounts and collection efforts. 

• Research and resolve billing disputes and customer inquiries. 

• Generate AR aging reports and collection status reports for management. 

• Assist in managing customer credit information and account setup. 

• Support revenue recognition processes and ensure accurate recording of customer transactions. 

• Work with project managers and operations teams to resolve customer billing issues. 

General Accounting Responsibilities

• Assist in maintaining accurate and up-to-date general ledger records, including journal entries and adjustments. 

• Assist with month-end, quarter-end, and year-end close processes. 

• Prepare account reconciliations and supporting schedules. 

• Ensure accounting records are maintained accurately and in accordance with company policies. 

• Assist with audit requests and provide supporting documentation. 

• Perform additional accounting duties and special projects as assigned. 

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. 

Education/Experience: A Bachelor's Degree in Accounting is required, and 3 years of accounting experience is required. Industry experience: construction, HVAC is preferred.

Math Ability: Ability to apply advanced mathematical concepts such as financial and interest calculations. 

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 

Computer Skills: To perform this job successfully, an individual should have an intermediate knowledge of QuickBooks, Excel, Word and Gmail. Experience with Sage is preferred.

Certificates and Licenses: No certifications required. 

Work Environment: The department works primarily at their desks most of the time. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Position Travel Obligations: Travel: Will require some travel for corporate purposes estimated at up to 15% annually.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle or feel. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch or crawl for up to 12 hours per day. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The above job description is not intended to be all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.