Account Receivable and Payable (AR/AP) Specialist

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Job description

Job Description

The Accounts Receivable/Accounts Payable (AR/AP) Specialist is responsible for managing all transactional accounting functions, ensuring the accuracy of both receivables and payables. This role includes overseeing collection activities, reconciling vendor accounts, and ensuring timely processing of invoices. The AR/AP Specialist ensures compliance with company policies and internal controls while proactively resolving invoicing, pricing, or payment discrepancies.

Essential Duties and Responsibilities:

Lead business-to-business collections and manage efforts for customers with overdue balances.

Document and submit detailed collection notes weekly in Excel.

Submit credit memos, customer, and revenue files on a weekly basis.

Perform weekly and monthly revenue reconciliation between internal LIMS and corporate systems.

Manage the daily and weekly financial hold process.

Ensure timely responses to internal and corporate requests, supporting accurate and timely monthly, quarterly, and year-end reporting.

Troubleshoot invoice upload failures and reconcile daily invoice batches.

Assist in the preparation of daily, weekly, and monthly reports.

Coordinate and lead weekly meetings with Project Management and Sales teams to address collection issues and aging.

Submit and track invoices for eProcurement clients through appropriate portals, maintaining related spreadsheets.

Resolve invoice discrepancies and assist with client payment issues while maintaining eProcurement records.

Reconcile invoices, resolve billing/payment issues with vendors

Maintain and improve internal controls for Accounts Payable (AP), ensuring timely requisitions and vendor payments through COUPA.

Serve as backup support in understanding contracts and the contract process.

Assist in developing and implementing new procedures to enhance department workflows.

Maintain the company's fixed asset tracking and perform monthly reconciliations.

Prepare weekly and monthly reports on past-due balances, clearly outlining action items.

Respond to financial audits and prepare necessary reports.

Assist with other administrative tasks, including but not limited to:Coding AP invoices

Placing orders (e.g., Costco, Office Depot)

Timely and accurate submission of weekly AP files

Coordinating and managing company events

Responding to facility requests and scheduling appointments.

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