AP & AR Specialist

Description

FLSA Status:       Salary/Non-Exempt/Full-Time

Reports to:         Accounting Manager 

Company & Benefits

As one of the largest independently owned operators of Planet Fitness clubs, Ohana Growth Partners’ core purpose is to inspire people to change their lives (and have fun doing it)!  We are an equal opportunity employer who celebrates diversity and equity and are committed to creating an inclusive environment for all employees. Some of our benefits include:

• Positive and professional environment where our brand promise is “Judgement Free Zone”
• Growth Opportunities: over 90% of our management team started as an entry level team member
• Competitive Pay and Paid Time Off (PTO) plan
• Medical, Dental, Vision, Life & Disability Insurance
• Employee Assistance Plan
• 401K Retirement Fund (Annual discretionary employer match up to 6%)
• Regular involvement in community outreach events
• Free employee Black Card Membership

Job Description Summary

The AP/AR Specialist is responsible for managing both the company’s outgoing payments and incoming payments, ensuring accurate and timely processing of transactions.  This position has dual role responsibilities and requires attention to both sides of the company’s financial operations: paying vendors and suppliers (AP) and reconciling daily bank and revenue activity (AR).  This position reports to the Accounting Manager.

Essential Duties

          Accounts Payable (AP) Responsibilities

• Receive, review, and verify invoices and match invoices to purchase orders;
• Code and enter invoices into accounting system;
• Schedule and process payments;
• Prepare payment batches;
• Monitor payment schedules;
• Verify that account codes are accurately submitted and input in a timely fashion;
• Verify that applicable invoices have been approved for payment by management;
• Maintain vendor records and relationships;
• Communicate professionally with vendors handling inquiries, discrepancies, or delays, and resolving disputes;
• Assist with sales tax filings and other various tax filings and ensure compliance and records maintenance; and,
• Reconcile accounts.

Accounts Receivable (AR) Responsibilities

• Track receivables and ensure invoices are properly recorded and monitored;
• Receive payments via electronic payment, checks, or other methods and apply them to appropriate accounts;
• Ensure payments are deposited in a timely manner;
• Reconcile daily bank activity which includes payments to vendors, club POS revenue, and member billing deposits;
• Review and validate daily revenue processed through club management software;
• Produce a Cash Position to forecast the company’s funding needs;
• Reconcile A/R ledger and ensure ledger matches payments received and invoices issued; and,
• Prepare A/R reports.

General Responsibilities

• Ensure accurate recordkeeping and that all financial data is securely stored and easily accessible for auditing purposes and/or management review;
• Ensure all activities comply with relevant laws, regulation, and internal controls;
• Make month-end accounting adjustments for inventory based on reports from managers and club software;
• Assist in month-end/year-end closing activities;
• Recognize inconsistencies and/or errors from each club or department and communicate the issue(s) professionally with the appropriate manager;
• Assist with accounting and/or finance projects including audits;
• Handle administrative tasks;
• Maintain compliance with company policies and procedures;
• Identify process inefficiencies and make recommendations for process improvement;
• Help implement best practices;  
• Communicate with management on any issues affecting cash flow, outstanding liabilities, or unpaid invoices;
• Make suggestions regarding any automation tools or software that may improve processes;
• Demonstrate a commitment to diversity, equity, and inclusion that embraces the contributions of all team members;
• Embrace a service culture as an empathetic servant leader;
• Strive to be world class, humorous, inspirational, and memorable in every action we take;
• Believe in and promote the company’s core values, business philosophies, core purpose, and brand promise; and,
• Perform all other duties as assigned or required. 

Qualifications

Education & Experience

• Associates Degree; and,
• Experience working in accounting/finance.

Skills & Abilities

• Well-developed communication skills;
• Proficiency with Microsoft programs (Word, Excel, Outlook);
• Excellent analytical, problem-solving, and calculation skills and accuracy with numbers;
• Strong attention to detail and excellent organizational and follow-up skills;
• Organizational and time management skills;
• Professional appearance and demeanor;
• Willingness to learn;
• Ability to follow directions;
• Ability to work well independently and with others;
• Positive attitude and willingness to help others;
• Ability to maintain composure in difficult situations; and,
• Ability to recognize and learn from mistakes.

Physical Environment & Requirements

• Primarily indoor environment with normal exposure to light, sound, heat, and cold;
• Must be able to frequently walk, stand, bend, stoop, kneel, crouch, grasp, and reach;
• Must be able frequently move, lift, push, pull, carry at least 30 lbs.;
• Must be able to recognize, identify, and judge behavior within environment; and,
• Must have the ability to communicate information and ideas so others will understand and must be able to exchange accurate information.

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

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

Salary : $60,000 - $65,000