Job description
Job Title: Accounts Receivable / Accounts Payable Specialist
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours
About the Role:
Our client is seeking an AR/AP Specialist to manage daily accounts receivable and accounts payable operations. This role ensures timely, accurate, and compliant transaction processing across vendors, customers, and internal accounting systems. The AR/AP Specialist is essential for maintaining smooth cash flow and financial integrity, handling everything from invoice entry to collections follow-up and reconciliation.
Responsibilities:
Accounts Payable (AP):
- Review 20–50 vendor invoices per week for accuracy, coding, and approvals.
- Enter invoices into accounting platforms (QuickBooks, NetSuite, Xero, SAP, or Oracle).
- Schedule payments (ACH, wires, checks) in alignment with terms.
- Reconcile vendor statements and resolve discrepancies.
- Process employee reimbursements and credit card reconciliations.
Accounts Receivable (AR):
- Generate and send 30–100 customer invoices weekly.
- Post customer payments (ACH, wire, credit card, checks) into the AR system.
- Maintain and monitor AR aging reports, flagging overdue balances.
- Follow up with customers on overdue accounts, negotiate payment schedules, and escalate when necessary.
- Record unearned revenue and adjust deferred revenue balances as needed.
Reconciliation & Reporting:
- Reconcile AR and AP subledgers with the general ledger monthly.
- Match cash disbursements and receipts to bank records.
- Prepare weekly cash disbursement and collections reports.
Compliance & Controls:
- Ensure vendor/customer data is properly documented (W-9s, contracts, terms).
- Adhere to SOX and GAAP/IFRS standards.
- Maintain audit-ready documentation of AP/AR cycles.
Collaboration:
- Work with procurement on vendor set-up and terms.
- Partner with sales teams to validate invoice data and resolve customer disputes.
- Support month-end close with accruals and reconciliations.
What Makes You a Perfect Fit:
- Highly detail-oriented with low tolerance for errors.
- Strong communicator, comfortable working with both vendors and customers.
- Organized and efficient in managing high transaction volumes.
- Able to balance speed with accuracy and compliance.
Required Experience & Skills (Minimum):
2+ years of AR/AP or bookkeeping experience.
Proficiency in accounting systems (QuickBooks, NetSuite, SAP, or Xero).
Intermediate Excel/Google Sheets (VLOOKUP, pivot tables, reconciliation templates).
Familiarity with vendor/customer payment processes.
Ideal Experience & Skills:
- Multi-currency AR/AP experience.
- Industry exposure to SaaS, real estate, manufacturing, or professional services.
- Experience in ERP migration or AP/AR automation software (Bill.com, Tipalti).
- Understanding of GAAP/IFRS AP/AR treatments.
What Does a Typical Day Look Like?
An AR/AP Specialist’s day is defined by owning the flow of cash-related transactions and the accuracy of the ledgers that support them. You will:
- Own transaction processing: Enter, code, and route vendor bills for approval; create and send customer invoices; post payments and disbursements accurately and on time.
- Maintain ledger integrity: Reconcile AR/AP subledgers to the GL; match bank activity to recorded transactions; clear exceptions and resolve discrepancies quickly.
- Safeguard compliance: Verify vendor and customer documentation (e.g., W-9s), apply correct terms and tax treatments, and maintain audit-ready records in line with GAAP/IFRS and internal controls.
- Partner across functions: Coordinate with procurement on vendor setup and terms, with sales on invoice accuracy and disputes, and with accounting on accruals and close timelines.
- Provide visibility: Keep aging schedules current, surface risks (delinquencies, disputed invoices), and deliver concise status updates and cash-movement reports to finance leadership.
- Continuously improve: Identify bottlenecks, recommend automation (e.g., Bill.com/Tipalti, OCR), refine SOPs, and help shorten the month-end close.
Essence of the role: ensure cash in/cash out is processed accurately, on time, and fully documented, so leadership has clear visibility and the books close cleanly.
Key Metrics for Success (KPIs):
- Invoices processed with % error rate.
- AP paid within agreed terms (net 30/45/60).
- AR collection cycle within target DSO.
- Reconciliations completed by month-end close deadlines.
- 100% compliance with documentation and audit requirements.
Interview Process:
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (e.g., reconcile a sample AP ledger or generate AR aging report from dataset)
- Client Interview
- Offer & Background Verification
