Finance Associate

Job Type: Full-time

Dept.: Accounting

Classification: Non-Exempt

EEO Code: Administrative

Supervisor’s Title: Assistant Controller

Hours: Monday- Friday, 9am to 5pm. Additional hours may be required as business necessitates.

Job Summary:

The Finance Associate's role is to support the Accounting Department by performing project accounting and accounts receivable related functions. This will include performing analytics and preparing reports in connection with aged balances, payment trends and aging histories. This position will also include contacting delinquent customers to secure payment, reviewing account histories with customers and posting payments, credit memos and adjustments. He/she will maintain strict confidentiality of all information.

Essential Job Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General Accounting:

• Maintenance and data entry into the company’s ERP system
• Responsible for general ledger entries and reconciliations
• Customer & Vendor account and file maintenance
• Preparation and posting journal entries as necessary for general ledger accounts
• Analyzes information by developing spreadsheet reports
• Develops and improves accounting procedures by analyzing current workflow and recommending changes where needed
• Prepares bank reconciliations
• Assist, learn, implement, review and enforce all internal control policies and procedures
• Fixed Asset processing and reconciliation/review
• Protects organization by keeping information confidential
• Maintains proper safety standards in accordance with Donnelly regulations.
• Will need to maintain an acceptable attendance record by not exceeding five (5) unapproved absences per year.

Accounts Receivable:

• Prepare a daily cash receipt for customer checks received by mail.
• Enter checks received into our system and post the cash receipt.
• Scan checks and post to our bank account via online banking program.
• Process customer credit card payments as received.
• Prepare a weekly cash receipt for credit card accounts and all incoming wire transfers.
• Respond to customer inquiries through (both email and telephone) in a timely manner.
• Identify and illustrate receivable trends using Excel charts, graphs and similar tools.
• Run AR Aging reports at mid-month and month end; compare significant changes.

Collections:

• Regularly review Accounts Receivable aging reports to identify aged outstanding invoices.
• Contact customers to discuss unpaid invoices:
  • verify that we have correct contact information on file.
  • provide all required information to the customer to facilitate timely payment.
  • schedule follow-up phone call if payment is not received in a timely manner.
• Communicate any issues with the Service or Construction department for resolution.
• Follow-up both internally and with the customer until the issue is resolved.
• Provide collection updates and review Accounts Receivable aging with Controller periodically.
• Prepare and send documentation to Collection Agency after all methods of collections have been exhausted and deemed unsuccessful.

Project Accounting:

• Ability to handle all aspects of project accounting (AIA Billing, Lump Sum billing, Percent Complete Calculations).
• Preparing Work-In-Progress (WIP) schedule on a monthly basis.
• Preparing cost analyses by interpreting projects' financial data and information.
• Reporting any financial risks and budgetary discrepancies to management for review.
• Develop and maintain strong relationships with Project Managers and Construction Team Leads.

Bankruptcy Claims:

• File all bankruptcy claims for the Company; research and provide required documentation
• Communicate and follow-up with all parties as necessary

Position Requirements/Experience/ Education:

• 2 to 5 years’ experience (non-manager) in accounting operations (collections, AR, billing, etc.)
• Bachelor’s degree in business/accounting concentration preferred
• Knowledge of month-end closing process, journal entries and account reconciliations
• Knowledge of ERP system a plus.
• Strong Excel skills are a must; ability to download, format and manage spreadsheet data is essential
• Excellent working knowledge of other MS Office programs, including Word and Outlook
• Attention to detail and strong time management skills are essential
• Maintain a professional attitude and confidentiality always
• Ability to consistently apply sound practical judgement
• Ability to work both independently and as part of a team, interacting with multiple departments
• Good analytical and computer skills.

Ability Requirements:

• Excellent listening and follow-up skills.
• Independent judgement.
• Speak to customer needs.
• Ability to multi-task.
• Solid decision-making skills within the scope of the position.
• Ability to meet deadlines.

Qualification Requirements:

• Good verbal and written communication skills
• Planning, organizing and time management
• Prioritizing, flexibility, adaptability
• Problem assessment and problem solving
• Information gathering and information monitoring
• Demonstrated accuracy and attention to detail
• Collaborative Management Style.