AP/AR Specialist

AP/AR Specialist, will support the Accounting/Finance department, related to processing invoices and billing out Subcontractors invoices to customers. The AP/AR Specialist will manage the full cycle of financial transactions for subcontractors and permit billing. This role ensures the accuracy and timeliness of all payments and invoices and maintains strong vendor relationships. This position will also support other staff members within the department or organization.

• Payment application: Track and apply incoming payments from clients to the correct accounts.
• Billing and invoicing: Prepare and submit accurate and timely invoices to clients based on work completed by subcontractors.
• Permits: Prepare and submit accurate and timely invoices to customers in accordance with our current policies and procedures. Monthly reconciliation of all permits purchased by check and credit card to ensure all have been billed to proper customers.
• Discrepancy resolution: Work with clients and project management to resolve any billing disputes or questions.
• Reporting: Generate reports on aging accounts receivable and overall payment status for management review. Updating subcontractor customer trackers as needed. Account reconciliations as requested.
• Vendor management: Maintain up-to-date vendor files, including contact information, W-9s, insurance certificates, and other required documentation.
• May lift or carry small parcels, packages, and other items.
• Invoice processing: Receive, review, and process subcontractor invoices, verifying all information for accuracy against purchase orders, work orders, or contracts. Receive appropriate approvals.
• Reconciliation: Reconcile subcontractor statements with internal accounts payable records to ensure accuracy and prevent overpayments or missed payments.
• Payment scheduling: Schedule and prepare payments to subcontractors, ensuring all payments are made in a timely manner according to contract terms.
• Permits: Receive, review and process permit requests, and payment processing. Monthly reconciliation for all permits purchased by check and credit card.
• Collections: Monitor aging reports, contact clients regarding overdue payments, and manage collections activities to ensure prompt payment.
• Reporting: Generate reports on aging accounts payable, payment status, updating subcontractor vendor trackers as needed, and reports to management as requested.
• Discrepancy resolution: Investigate and resolve invoice discrepancies or issues by communicating with project managers, vendors, and other internal departments.

Accounts Receivable (subcontractors)

• Substantial movements (motions) of the wrists, hands, and/or fingers.
• Problem-solving: Strong analytical skills to investigate and resolve financial discrepancies.
• Organizational skills: The ability to effectively manage a high volume of transactions, track deadlines, and maintain organized files.
• 2–3 years of experience in an accounts payable or receivable role, preferably in the telecom industry.
• Requires viewing a computer screen for long periods of time.
• Communication skills: Excellent written and verbal communication skills for interacting with subcontractors, clients, and internal teams.
• Experience with high-volume invoice processing is preferred.
• Technical skills: Proficiency with accounting software (QuickBooks experience preferred) and Microsoft Office Suite, especially Excel.
• Associate or bachelor’s degree in accounting, finance, or a related field is preferred.
• Attention to detail: A keen eye for detail is essential for verifying documentation and ensuring the accuracy of all financial transactions.
• Team player: Ability to collaborate with others to achieve departmental and company goals.
• High School diploma or equivalent (e.g., GED) required OR an equivalent combination of education, training, and relevant work experience may be acceptable.

Accounts Payable (subcontractors)

Benefits: Group Medical Plan along with voluntary Dental and Vision plans, 401k Savings Plan with a company match.