Accounting Associate - Accounts Payable

The Accounting Associate is responsible for managing a company's financial transactions related to vendor payments, including processing invoices, verifying purchase orders, reconciling discrepancies, preparing payments, and maintaining accurate records to ensure timely and accurate payments to suppliers while adhering to company policies.

Responsibilities

• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Enter all Accounts Payable invoices, verify against the purchase orders and input into IFS, creating accounting reports as needed.
• Obtain W9 forms for all new vendor set ups.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Calculates and reports sales tax based on paid invoices.
• Process all CRM notifications for prompt response to internal and external inquiries and notifications.
• Collect and maintain updated copies of Certificates of Insurance for any subcontractor.
• Maintain the integrity and reliability of the Accounts Receivable Aging, customer setups, credit limits, credit holds and cash applications assuring the highest level of accuracy and integrity.
• Reconciling any and all cash application discrepancies with customers.
• Daily bank deposits, credit card processing and cash applications.
• Maintain customer accounts for prompt payment through the monitoring of statements and daily collection to include maintaining, assigning and coordinating outside collection agency efforts through established procedures.
• Produce and mail monthly customer statements.
• Maintain current valid FL Resale Certificates for all customers doing business in FL. Update customer IFS property code with expiration date and file (electronically) all resale certificates for future reference.
• Maintain current GST and PST (Canada) resale certificates, update IFS customer property code.
• Gather all invoices and prepare Fixed Asset sheet.
• Print Asset ID labels and distribute to the appropriate department manager for asset tracking
• Maintain the expensed Asset spreadsheet.
• Preparation of end of the month reports and reconciliation to the general ledger for the 2010 account and Accounts Payable. File in M/Accounting/Month End Reports.

Qualifications

• High School Diploma required; additional college education preferred.
• Minimum of 5 years of experience working in an accounting department with AP & AR experience preferred.
• Highly detail-oriented and focused to ensure timely and accurate data entry and data integrity.
• Must possess excellent interpersonal, organization, verbal, written and communication skills.
• Ability to multi-task and prioritize workload to complete daily responsibilities in a timely manner.
• Work independently and take initiative to fulfill the responsibilities assigned.
• Must be team-oriented and demonstrate a willingness to interact with customers, managers, and peers.
• Dependable and able to assist in a variety of situations without extensive supervision.
• Competent decision-making skills regarding the daily operations of Account Receivables.
• Able to work 40-45 hours per week
• Highly proficient in Microsoft Word, Outlook and Excel (required)