Accounting Operations Specialist (AP & AR)

Key Responsibilities

Accounts Payable

• Serve as the primary contact for all vendor invoice and payment processing.

• Process vendor invoices accurately and timely, ensuring proper approvals and coding.

• Prepare payment runs for review, including ACH, wire, and check payments.

• Troubleshoot payment issues with vendors and internal teams.

• Review employee T&E expense reports for policy compliance.

• Ensure T&E expenses are properly synced and posted to the ERP.

• Support onboarding and training of internal users on AP and expense systems.

Accounts Receivable

• Serve as the primary contact for customer invoicing and collections support.

• Generate and distribute customer invoices accurately and on time.

• Perform daily cash application for all receipts from the prior business day.

• Maintain accurate customer account balances and unapplied cash records.

• Prepare and distribute weekly AR aging reports.

• Support Swiss Madison’s dispute resolution process for Phase 2 and Phase 3 disputes, coordinating with sales and operations teams.

• Assist with customer account setup, credit documentation, and AR system training.

Operational Discipline & Support

• Maintain clean documentation for AP and AR processes.

• Escalate issues, variances, or unusual activity to the Accounting Lead promptly.

• Support month-end close activities by ensuring AP and AR subledgers are accurate and complete.

• Participate in process improvement initiatives and system enhancements.