AP/AR Specialist

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

Schedule: Monday to Friday 9am to 6pm Pacific with an hour unpaid break

Position Summary: The AP/AR Specialist will manage and process accounts payable and accounts receivable functions, with a primary focus on accounts payable (80% AP, 20% AR). The role involves working with NetSuite and Bill.com to ensure the accurate entry and reconciliation of invoices, managing vendor communications, and assisting with month-end close activities. This position requires a high level of attention to detail, organization, and strong communication skills to coordinate with internal teams and vendors.

Key Responsibilities:

• Accounts Payable (80%):
  

  • Manage the AP mailbox and Bill.com inbox for vendor inquiries and invoice receipt.
    
  • Upload and enter vendor invoices into NetSuite and Bill.com.
    • For Purchase Order (PO) invoices, match them against the relevant PO in NetSuite.
      
    • For non-PO invoices, process based on set approval authorizations and ensure proper categorization.
      
  • Ensure no duplicate payments by checking invoices received in multiple inboxes (AP inbox and Bill.com).
    
  • Route invoices to approvers according to the company’s approval authorization matrix.
    
  • Follow up with PO approvers and attend to any open or pending POs.
    
  • Request new vendors to complete the "New Vendor Form" and submit necessary documents (W-9/W-8BEN form, bank remittance information).
    
  • Communicate vendor bank information updates to the General Ledger (GL) Accounting Manager and perform verification and callback procedures.
    
  • Perform vendor account reconciliations and review the AP aging report to resolve long-outstanding balances.
    
  • Set up and process wire and EFT payments.
    
  • Collaborate with clients and vendors to address special instructions or concerns.
    
  • Assist in month-end close activities by identifying invoices for accrual.
    
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• Accounts Receivable (20%):
  

  • Manage customer payments and account reconciliations as needed.
    
  • Coordinate with the finance team on receivables collections and follow-ups.
    

Qualifications:

• Proven experience in accounts payable/accounts receivable roles.
  
• Proficiency in NetSuite and Bill.com preferred.
  
• Strong understanding of PO and non-PO invoice processing.
  
• Excellent communication skills, both verbal and written.
  
• Detail-oriented with strong organizational skills.
  
• Ability to work independently and manage multiple tasks with accuracy.
  
• Experience in vendor account reconciliation and handling payment processing.
  
• Familiarity with month-end close processes and accruals.