What are the responsibilities and job description for the Accounts Payable Specialist position at Total Warranty Services?
The Accounts Payable (“AP”) department is comprised of three main groups: dealer billing, claims, and SG&A expenses. The AP Associate will assist colleagues in all groups with a focus on dealer billing payment processing. The primary tasks include but are not limited to creating and maintaining Excel schedules and import templates, preparing financial transactions on bank portals, sending remittance advice to clients for initiated payments, performing invoice reconciliations, and verifying, classifying, computing, and posting accounts payable data in the accounting system of record. The AP Associate must be very comfortable managing large volumes (10K lines) of data in Excel to handle AP tasks, and the Associate must be very detail-oriented, always following through to ensure tasks are completed accurately. To perform this job successfully, the candidate must be a proactive, dependable team player with a great customer service orientation and ability to learn quickly.
ESSENTIAL DUTIES & RESPONSIBILITIES
- This is a hybrid role located in Boca Raton, FL.
- Build and maintain Excel-based schedules, reconciliations, reports, and templates
- Manage a large task list, illustrating ability to prioritize deliverables with tight deadlines
- Understand our growing vendor population and request updates to vendor profiles as necessary to improve organization and/or streamline payment processes
- Possess working knowledge of how to read a form W-9 and evaluate whether vendor relationship will require 1099 filings
- Reconcile vendor statements and invoices
- Research, understand, and record transactions in accounting system of record
- Reconcile variances in accounting system’s general ledger and AP subledger
- Process and record over 100 SG&A invoices per month
- Import payables data and process payments for 1,000 dealer billing and claims transactions per month
- Maintain segregation of duties and uphold strong control environment when processing AP transactions
- Consistently maintain highly organized scans/electronic filing for AP record keeping
- Support process improvement and automation initiatives
- Must display initiative and consistently follow-through
- Communicate clearly, courteously, and effectively with external and internal stakeholders on behalf of the AP department
