Accounts Receivable & Payables Assistant

Position Title

Accounts Receivable & Payables Assistant

Location

Riverview, FL

EOE STATEMENT

We are an equal employment opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Description

Join Rockwell Building Systems as an AR & AP Specialist where you’ll play a crucial role in our success. Recognized for our values and positive work culture, we offer competitive benefits, PTO, and opportunities for growth. Be a key part of our team and contribute to shaping the future of residential construction management.
Objective:
The Accounts Receivable Specialist is responsible for assisting the Accounts Payable/Receivable Manager in obtaining and processing all outgoing bills pertaining to Heavy Equipment Rental Payables and all incoming receivables. Miscellaneous office assistance may be required from time to time.
Key Responsibilities Include:
Accounts Payable:
-

Complete all Accounts Payable responsibilities pertaining to Suppliers and Overhead Receivables.
- Organize Invoices and coordinate payment per the invoice pay terms.
- Review and compare incoming invoices to company PO’s if applicable
- Confirm all pricing is correct, all service/items have been received.
- Enter bills and pay all invoices submitted to the company.
- Ensure prompt payment per invoice terms unless directed otherwise by the Owners or Controller.
- Update Supplier Discrepancies spreadsheet with any discrepancies regarding invoices and send to appropriate suppliers weekly.
- Notify Controller of any ongoing discrepancies regarding Supplier invoices.
- Follow up with Suppliers on outstanding credits needed.
- Notate & log credit statuses on both Credit Log weekly.
Invoicing:
- Pull completed work daily.
- Mark Invoices as “Final” in QuickBooks and adjust dates to match completion date.
- Submit Invoices for all completed work to customers daily, if applicable.
- Organize, log, & balance completed Invoices in spreadsheet daily.
- Obtain Purchase Orders needed for payment if needed.
- Visit websites regularly checking for approvals, clicking off approvals, and submitting invoice numbers needed for payment per customer’s processes.
Receiving Payments:
- Ensure all Lien Releases are signed, submitted, & received by customer due dates.
- Receive/Enter payments by date of deposit.
- Update Master Aging Invoice Comments spreadsheet upon receipt/deposit of payment.
- Notify Owners & Controller of payment details as well as the week’s Current Total upon receipt of payment.
- Notify customers of any short-paid invoices immediately and resolve as quickly as possible.
- Notify Accounting Department of any back charges taken on payments, if applicable.
Reporting/Follow Up:
- Follow up on all unpaid invoices and short pays to customers.
- Search for duplicate invoices, confirm accuracy, and communicate with all internal personnel involved prior to following up on invoices to customers.
- Document all attempts to collect any debts or open invoices.
- File NTO’s and Liens when needed.
- Visit customers and discuss open invoices in person while building a relationship.
- Follow up with internal departments when necessary
Additional Responsibilities:
- Complete EPO’s on days when A/P Sub Specialist is out or busy.
- Review Sub Payroll on a weekly basis for pay and balance accuracy.
- Assist in answering phones.
- Assist in meeting and greeting customers and visitors.
- Communicate the purchase of office needs to Production Assistant.
- Maintain files, work area, and office organization.
- Any other item that may arise and is assigned.

POSITION REQUIREMENTS

Qualifications:
- Strong administrative skills a must
- Advanced use of standard software applications such as Microsoft Outlook, Excel and Word.
- High degree of accuracy, attention to detail, and confidentiality.
- Ability to prioritize and organize as needed
- Self-motivated professional with a strong work ethic and the ability to establish relationships and interact with executives, co-workers, and customers with ease.
- Individual must be highly ethical, dependable, trustworthy, and diligent.
- Must enjoy working in fast paced, always changing environment.
- Ability to organize, meet strict deadlines and work both independently as well as part of a team.
- Excellent written and oral communication skills with the ability to deliver high-quality work
- Outstanding follow up skills
- High level of professionalism and initiative to meet goals.
- Bilingual speaking a plus
**To be considered for this position, please complete the application, self-evaluation form, as well as your resume by clicking on the link below. We also require a clean driving record, so a picture of your driver’s license is also required.**

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