Accounts Payable/Accounts Receivable (AP/AR) Specialist

Job Title: Accounts Payable/Accounts Receivable (AP/AR) Specialist

Location: Remote

Work Shift: EST Time zone
Working Hours: 10 to 15 hours per week (Part time with potential to transition to 40 hours/week)

Job Description:

The AP/AR Specialist will be responsible for managing the day-to-day operations of our accounts payable and receivable processes, ensuring timely payments to vendors, accurate invoicing, and efficient cash flow management. Additionally, the Specialist will assist in bookkeeping tasks, working closely with our financial team to help close the books faster on a monthly basis. This role requires a strong understanding of accounting principles, excellent organizational skills, and the ability to manage multiple payment systems and vendors with different terms and payment methods. The Specialist will work closely with our founders, finance team, and external vendors to ensure smooth financial operations.

Key Responsibilities:

Accounts Payable (AP) Management:

• Manage and track all incoming vendor invoices, ensuring payments are processed according to agreed terms.
• Coordinate with various vendors and suppliers to handle payment schedules, discounts, and payment terms.
• Ensure that all vendor accounts are properly categorized and paid on time, utilizing tools such as Settle, Ramp, and Bill.com.
• Handle various payment methods including bank transfers, Zelle, wires, and credit card payments.
• Maintain a comprehensive SOP of all vendors, outlining payment terms, methods, and processes.
• Ensure all payments are entered accurately into QuickBooks and reconciled with the company's accounting system.
• Work closely with the warehouse and operations teams to resolve any payment-related issues.

Accounts Receivable (AR) Management:

• Manage invoicing for our growing wholesale business, sending out invoices via QuickBooks and following up on payments.
• Create and manage AR processes, ensuring that all invoices are sent promptly, and follow-up on overdue accounts is handled professionally.
• Ensure timely collection of payments from wholesale partners, with a strong focus on managing payment terms and cash flow.
• Track incoming payments and coordinate with the bookkeeping team to ensure proper categorization and reconciliation.
• Prepare periodic AR reports, including aging reports, for management review.

Bookkeeping Assistance:

• Collaborate with the financial team to assist with monthly bookkeeping and ensure the timely closing of the books.
• Work closely with our stateside bookkeeping and finance team to categorize and record all AP/AR transactions accurately in QuickBooks.
• Help streamline financial processes and workflows to close the books faster each month.

Financial Reporting & Coordination:

• Collaborate with our stateside bookkeeping and finance team to ensure that all AP/AR transactions are properly categorized and recorded in QuickBooks.
• Assist in generating financial reports, including cash flow statements, to provide insights into the company’s financial health.
• Track and report on accounts payable and receivable activities, ensuring that any discrepancies are identified and resolved quickly.
• Work closely with the founders and finance team to streamline the financial processes and create a more efficient workflow.

Payroll Assistance:

• Help manage payroll using Gusto, assisting the founders in transitioning payroll responsibilities to this role.
• Ensure payroll is processed accurately and on time for different teams, including the warehouse, retail, and remote staff.

Vendor Relationship Management:

• Serve as the primary point of contact for vendors regarding billing, payment inquiries, and discrepancies.
• Set up new vendor accounts and maintain existing relationships, ensuring all vendors are aware of our payment processes and schedules.
• Ensure compliance with all vendor agreements, contracts, and payment terms.

Requirements

• Minimum of 2-3 years of experience in accounts payable, accounts receivable, and bookkeeping roles, preferably within an e-commerce, retail, or wholesale business.
• Proficiency in QuickBooks and experience with AP/AR software such as Bill.com, Settle, and Ramp.
• Familiarity with payroll systems such as Gusto.
• Experience with various payment methods including bank transfers, Zelle, wires, and credit card payments.
• Strong understanding of general accounting principles, bookkeeping, payment terms, and US-based accounting practices.
• Highly organized with excellent attention to detail, able to manage multiple payment systems, vendors, and deadlines.
• Excellent written and verbal communication skills, able to interact professionally with vendors, clients, and internal teams.
• Ability to troubleshoot and resolve discrepancies or payment issues effectively and efficiently.
• Experience generating reports related to cash flow, AP/AR aging, vendor payments, and bookkeeping processes.