Accounts Receivable / Accounts Payable Specialist at Pavago

About the Role:

• Our client is seeking an AR/AP Specialist to manage daily accounts receivable and accounts payable operations. This role ensures timely, accurate, and compliant transaction processing across vendors, customers, and internal accounting systems. The AR/AP Specialist is essential for maintaining smooth cash flow and financial integrity, handling everything from invoice entry to collections follow-up and reconciliation.

Responsibilities:

Accounts Payable (AP):

• Review 20–50 vendor invoices per week for accuracy, coding, and approvals.
• Enter invoices into accounting platforms (QuickBooks, NetSuite, Xero, SAP, or Oracle).
• Schedule payments (ACH, wires, checks) in alignment with terms.
• Reconcile vendor statements and resolve discrepancies.
• Process employee reimbursements and credit card reconciliations.

Accounts Receivable (AR):

• Generate and send 30–100 customer invoices weekly.
• Post customer payments (ACH, wire, credit card, checks) into the AR system.
• Maintain and monitor AR aging reports, flagging overdue balances.
• Follow up with customers on overdue accounts, negotiate payment schedules, and escalate when necessary.
• Record unearned revenue and adjust deferred revenue balances as needed.

Reconciliation & Reporting:

• Reconcile AR and AP subledgers with the general ledger monthly.
• Match cash disbursements and receipts to bank records.
• Prepare weekly cash disbursement and collections reports.

Compliance & Controls:

• Ensure vendor/customer data is properly documented (W-9s, contracts, terms).
• Adhere to SOX and GAAP/IFRS standards.
• Maintain audit-ready documentation of AP/AR cycles.

Collaboration:

• Work with procurement on vendor set-up and terms.
• Partner with sales teams to validate invoice data and resolve customer disputes.
• Support month-end close with accruals and reconciliations.

What Makes You a Perfect Fit:

• Highly detail-oriented with low tolerance for errors.
• Strong communicator, comfortable working with both vendors and customers.
• Organized and efficient in managing high transaction volumes.
• Able to balance speed with accuracy and compliance.

Required Experience & Skills (Minimum):

• 2+ years of AR/AP or bookkeeping experience.
• Proficiency in accounting systems (QuickBooks, NetSuite, SAP, or Xero).
• Intermediate Excel/Google Sheets (VLOOKUP, pivot tables, reconciliation templates).
• Familiarity with vendor/customer payment processes.

Ideal Experience & Skills:

• Multi-currency AR/AP experience.
• Industry exposure to SaaS, real estate, manufacturing, or professional services.
• Experience in ERP migration or AP/AR automation software (Bill.com, Tipalti).
• Understanding of GAAP/IFRS AP/AR treatments.

What Does a Typical Day Look Like?
An AR/AP Specialist’s day is defined by owning the flow of cash-related transactions and the accuracy of the ledgers that support them. You will:

• Own transaction processing: Enter, code, and route vendor bills for approval; create and send customer invoices; post payments and disbursements accurately and on time.
• Maintain ledger integrity: Reconcile AR/AP subledgers to the GL; match bank activity to recorded transactions; clear exceptions and resolve discrepancies quickly.
• Safeguard compliance: Verify vendor and customer documentation (e.g., W-9s), apply correct terms and tax treatments, and maintain audit-ready records in line with GAAP/IFRS and internal controls.
• Partner across functions: Coordinate with procurement on vendor setup and terms, with sales on invoice accuracy and disputes, and with accounting on accruals and close timelines.
• Provide visibility: Keep aging schedules current, surface risks (delinquencies, disputed invoices), and deliver concise status updates and cash-movement reports to finance leadership.
• Continuously improve: Identify bottlenecks, recommend automation (e.g., Bill.com/Tipalti, OCR), refine SOPs, and help shorten the month-end close.
• Essence of the role: ensure cash in/cash out is processed accurately, on time, and fully documented, so leadership has clear visibility and the books close cleanly.

Key Metrics for Success (KPIs):

• Invoices processed with <1% error rate.
• AP paid within agreed terms (net 30/45/60).
• AR collection cycle within target DSO.
• Reconciliations completed by month-end close deadlines.
• 100% compliance with documentation and audit requirements.