Accounts Payable and Receivable Specialist

Location: Philadelphia Department: Finance/AccountingReports To: Finance ManagerJob Summary:We are seeking a detail-oriented and experienced Accounts Payable and Receivable Specialist to join our cleaning company. The individual in this role will be responsible for managing all aspects of both accounts payable and receivable functions. This includes ensuring that invoices are generated and distributed accurately and on time, following up on overdue payments, and resolving payment discrepancies. The ideal candidate will play a critical role in maintaining financial health, streamlining payment processes, and ensuring positive cash flow for the company.Key Responsibilities:Accounts Receivable:Generate and send out invoices to clients on a timely basis, ensuring accuracy and completeness.Track and manage accounts receivable balances, ensuring payments are collected in accordance with the company's terms.Monitor aging reports and follow up on overdue accounts, sending reminders and communicating with clients regarding past-due payments.Engage in proactive collections efforts, including phone calls and emails, to secure payment from clients.Work with the sales and operations team to resolve client billing disputes or discrepancies promptly.Accurately record and reconcile all payments received, ensuring that they are applied to the appropriate accounts.Prepare regular accounts receivable reports for management review, including status updates on overdue accounts and collection efforts.Maintain detailed and organized records of client communications and payment agreements.Implement and improve invoicing and collection processes to ensure maximum efficiency and cash flow.Accounts Payable:Receive, review, and verify all incoming vendor invoices for accuracy and proper approval before processing.Accurately enter invoices into the accounting system and ensure timely payment to vendors in accordance with payment terms.Maintain up-to-date vendor files, ensuring all necessary documentation such as W-9s and tax forms are on hand.Communicate with vendors to resolve discrepancies, answer inquiries, and clarify payment terms or any issues with invoices.Process weekly check runs, ACH payments, or other methods as required for paying bills.Ensure compliance with tax regulations by managing vendor tax documentation, including issuing 1099 forms at year-end.Reconcile accounts payable balances with vendor statements to ensure all bills are paid accurately and on time.Maintain organized records of all payments and expenses for easy retrieval and reporting.General Responsibilities:Collaborate with the finance team to prepare monthly financial reports, assist with audits, and support budgeting processes.Ensure compliance with company policies and internal controls related to payables and receivables.Communicate regularly with the management team to provide updates on accounts receivable status and any significant payment issues.Assist in developing and implementing efficient processes for billing, collections, and payments.Reconcile general ledger accounts related to accounts payable and receivable monthly.Support the Finance Manager with ad-hoc financial projects and reporting as needed.Monitor and manage petty cash or company credit card accounts if applicable.Customer & Vendor Relations:Build and maintain strong working relationships with clients to encourage timely payments and resolve payment delays.Provide excellent customer service in responding to client inquiries about invoices and payment terms.Work closely with vendors to negotiate payment terms and ensure smooth transactions.Assist in onboarding new clients or vendors to ensure proper documentation and payment processes are in place.Qualifications:Education: Bachelor’s degree in accounting, Finance, Business Administration, or related field preferred, but equivalent experience will be considered.Experience: Minimum of 3-5 years of experience in accounts payable and receivable, preferably within a service-based or cleaning industry.Proficiency with accounting software (QuickBooks, NetSuite, or similar).Strong understanding of accounting principles, GAAP, and financial reporting.Proven track record of managing collections and maintaining positive client relationships.Advanced proficiency in Microsoft Office, especially Excel (creating pivot tables, VLOOKUPs, etc.).Excellent communication skills, both written and verbal, with the ability to negotiate effectively.High attention to detail and accuracy in managing financial data.Strong organizational skills and ability to prioritize workload in a fast-paced environment.Ability to work both independently and collaboratively as part of a team.Knowledge of tax forms such as W-9 and 1099, as well as compliance with IRS guidelines.Preferred Skills:Experience with Bill.com or other automated accounts payable/receivable systems.Experience in the cleaning or facilities management industry.Strong problem-solving skills and the ability to handle disputes and discrepancies professionally.Familiarity with various payment methods (ACH, checks, credit card payments) and best practices for managing cash flow.Working Conditions:This position is primarily based in an office environment, with occasional remote work possible.May involve periodic travel to client sites or vendor offices for meetings or to resolve issues.Standard working hours, with some flexibility required to meet deadlines, especially during month-end or year-end closing periods.Compensation & Benefits:Competitive salary based on experience.Health, dental, and vision insurance.Paid time off and holidays.Retirement plan with company match.Opportunities for professional development and growth within the company.To Apply:Please submit your resume and cover letter to Dallie@team-clean.com  with "Accounts Payable and Receivable Specialist" in the subject line.

We look forward to hearing from you! 45000.00 To 45000.00 (USD) Annually