Accounts Receivable/Payable Job Description:

As an Accounts Receivable/Payable Administrator at ProSource Machinery, you will serve as a key component to the continuation of our success. COMPONENT TO THE CONTINUATION OF OUR SUCCESS. A heavy equipment dealership AP (Accounts Payable) and AR (Accounts Receivable) administrator is responsible for a) managing and processing all invoices and payments related to the dealership's purchases and expenses, and b) managing and processing all incoming payments from customers. They play a crucial role in ensuring that all customer invoices, vendor invoices and transactions are accurately recorded, that vendors and suppliers are paid on time, that customer payments are received on time, and any outstanding balances are appropriately followed up on. Overall, this role is crucial in contributing to the financial stability and success of the dealership.

ESSENTIAL DUTIES AND DAILY RESPONSIBILITIES (ACCOUNTS PAYABLE):

1. Receiving and reviewing invoices from vendors and suppliers.

2. Verifying the accuracy of invoices, including matching them to purchase orders and receiving documents.

3. Coding and entering invoices into the dealership's accounting system.

4. Ensuring that all invoices are properly approved and authorized for payment.

5. Processing payments to vendors and suppliers, including issuing checks or initiating electronic transfers.

6. Reconciling vendor statements and resolving any discrepancies or issues.

7. Maintaining accurate and up-to-date vendor records, including contact information and payment terms.

8. Responding to inquiries from vendors and suppliers regarding payment status or other AP related matters in a timely fashion.

9. Assisting with the preparation and filing of sales tax returns and other required tax forms.

10. Collaborating with other departments, such as purchasing and receiving, to ensure the smooth flow of AP processes.

ESSENTIAL DUTIES AND DAILY RESPONSIBILITIES (ACCOUNTS RECEIVABLE):

1. Generating and sending out customer invoices for equipment sales, rentals, and services provided.

2. Verifying the accuracy of invoices, including matching them to sales orders and delivery documents.

3. Coding and entering customer invoices into the dealership's accounting system.

4. Ensuring that all customer invoices are properly approved and authorized for payment.

5. Monitoring and tracking customer payments, including cash, checks, and electronic transfers.

6. Applying customer payments to the appropriate customer accounts and invoices in the dealership’s accounting system.

7. Reconciling customer accounts and resolving any discrepancies or issues.

8. Generating and analyzing AR reports to track outstanding balances, aging, and collection efforts.

9. Following up with customers on past due invoices, including sending reminders, making collection calls, or initiating legal action when necessary.

10. Maintaining accurate and up-to-date customer records, including contact information and payment terms.

11. Collaborating with sales, service, and other departments to resolve any customer billing or payment-related inquiries or disputes.

GENERAL ACCOUNTING SUPPORT DUTIES & RESPONSIBILITIES

1. Reconcile AP and AR sub-ledgers to the general ledger monthly.

2. Assist with month-end and year-end closing activities (including review of AP and AR reports) and prepare related reports.

3. Prepare and maintain various financial reports related to AP and AR activities.

4. Provide support for budget preparation and financial analysis.

5. Identify and recommend improvements to AP and AR processes for increased efficiency.

6. Stay updated on best practices and industry standards for AP and AR functions.

JOB REQUIREMENTS:

1. Associate or bachelor’s degree in accounting strongly.

2. 2 - 4 years proven experience in accounts payable / accounts receivable or a similar role, (preferably in a dealership or heavy equipment industry but that is not required)

3. Strong knowledge of accounting principles and practices, including familiarity with generally accepted accounting principles (GAAP).

4. Experience with an enterprise resource planning (ERP) system is required. Experience with Microsoft Dynamics Business Central is strongly preferred.

5. Proficiency in Microsoft Office Suite - particularly Excel

6. Excellent attention to detail and accuracy in data entry and invoice processing.

7. Analytical mindset and strong problem-solving skills to identify and resolve discrepancies and errors.

8. Strong organizational skills and ability to prioritize tasks in a fast-paced environment.

9. Effective communication and interpersonal skills, with the ability to work collaboratively with vendors, suppliers, and internal stakeholders.

10. Ability to maintain confidentiality of financial and vendor information.

11. Knowledge of sales tax regulations and experience in sales tax reporting is a plus.

Job Type: Full-time

Pay: $20.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Experience level:

• 2 years

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Overtime pay
• Performance bonus
• Yearly bonus

Application Question(s):

• In as much detail as possible, describe your interpretation of the accounts receivable process.
• Describe your experience with reconciling bank and customer accounts.

Experience:

• Accounts Receivable: 2 years (Required)

Ability to Relocate:

• Billings, MT 59101: Relocate before starting work (Required)

Work Location: In person