Position Summary / Purpose

Manage accounts payable using accounting software and other programs and assist in capturing all company and job costs in a timely manner to facilitate both job costing as well as cash expenditure forecasts. Handle accounts payable across multiple entities and vendors to ensure bills are paid in a timely and accurate manner while adhering to departmental procedures. Establish and maintain relationships with new and existing vendors.

Primary Duties and Responsibilities

· Accurate and timely entering of Servpro employee labor, temp. labor, credit card, consumables, and subcontractor labor and expenses

· Review job file management software for completed purchase orders into liabilities once work has been confirmed

· Prepare weekly expense forecast

· Prepare monthly expense reports and send to management for review

· Participate in benefits administration including claims resolution, change reporting, and approving invoices for payment.

· Solicit, collect, and review information packets from prospective vendors. Follow up regarding gaps or discrepancies. Capture information for approved vendors in appropriate systems.

· Manage distribution, tracking, replacement, and termination of company credit cards; code charges appropriately

· Participate in weekly Work in Progress (WIP) meetings as requested

· Receive, validate, enter, gain approval, and pay incoming bills per agreed upon terms. This may include proactively retrieving bills from a variety of sources, uploading bills or relevant notes into various systems, such as Dash, Dext, QBO, etc., and confirming details versus received POs, work orders, or customer payments.

· Manage various payment methods such as ACH, checks, autopay, Ramp, etc, and recommend appropriate usage of each

· Compile weekly AP report, including all necessary supporting data, and present to management for approval

· Process refund checks when necessary

· Receive, review, sort, and direct incoming mail

· Submit filings such as sales tax / use tax as needed on a state-specific basis

Additional Duties and Responsibilities

• Participates in administrative staff meetings
• Attends meetings and seminars pertinent to job responsibilities

Decision Rights and Authority

· All payable aspects of bookkeeping

Working Relationships and Scope

· Maintain timely creation of payables recording through effective flow of information, and receipts from operations to administration