Ap/Ar Accounting Specialist

AP/AR Accounting Specialist

At VLS, we rely on a meticulous financial system to drive business forward. Our Accounts Payable and Receivable Department keeps that system running smoothly by managing cash influx, collecting payments from clients, recording invoices and expense reports, reconciling vendor statements, and other accounting responsibilities.

We’re searching for a skilled Financial Specialist to join our Finance team to help process, track, and record payments accurately, efficiently, and timely. In addition to receiving vendor invoices, matching them to purchase orders, receiving documents, and then entering them into the company’s QuickBooks system.

The Accounts Payable and Receivable Specialist will have a day-to-day and ongoing impact on financial transactions, keeping us on track, on time, and on good terms with our valued partners.

Reports to: Controller

Duties and Responsibilities:

• Record invoices, expense reports, and credit memos in QuickBooks on time with correct account coding.
• Reconcile vendor statements, invoices, and credit memos to applicable purchase orders.
• Participate in the month-end close process to ensure all expenses and receipts have been recorded.
• Correspond with vendors and respond to inquiries.
• Process and post customer payments.
• Generate invoices and account statements.
• Generate and submit invoices for project billing (AIA) in accordance with CBES and client requirements, compiling all required documentation.
• Responsible for respective billings, including following up with clients, researching issues as requested, participating in weekly meetings, and issue resolution.
• Performing account reconciliations.
• Maintaining accounts receivable files and reports.
• Obtaining information from other departments to ensure records are accurate and complete.
• Generating reports and statements for internal use.
• Prepare bills, receivables, invoices, and bank deposits.
• Work with Finance team members to research and resolve matters including but not limited to AP, billing, and cash-related transactions.
• General weekly forecasts – Track payments.
• Assisting with month-end close.
• Perform other duties as assigned by the Controller.

Qualifications:

• Accounting experience.
• QuickBooks experience required.
• Previous experience in architecture, engineering/construction, AIA completion billing, and job costing.
• Excel experience is required.
• Excellent communication skills, both written and verbal.
• Ability to organize, prioritize, and follow directions.
• Must have a high school diploma or equivalent.

Competencies:

• Ability to communicate articulately and effectively.
• Teamwork.
• Critical thinking.
• Accuracy in details.
• Integrity and confidentiality.