Office & AR/AP Specialist

Job Description

Reporting directly to the Business & Accounting Manager, the Office & AR/AP Specialist oversees the day-to-day office administration for the organization along with client billing, collections, and client support. The ideal individual will have a general knowledge of bookkeeping processes, the ability to exercise good judgment in a variety of situations with strong written and verbal communication, and administrative, organizational and follow-through skills, with the ability to maintain a realistic balance among multiple priorities. The Office & AR/AP Specialist will work independently, as well as collaborate with all departments on team projects and company objectives. The Office & AR/AP Specialist will work on a wide variety of activities and must be able to handle confidential matters with discretion and honesty.

Responsibilities:

• Handle day-to-day Office Administration: order supplies, receive mail, greet guests

• Handle Accounts Receivable: invoicing, payment receipt, collections, create and process daily deposits

• Handle Accounts Payable: review and audit vendor bills, enter for payment

• Provide quality customer service by resolving client billing issues

• Create client sales and payment reports and enter daily journal entries

• Create new client and vendor accounts

• Organize and maintain files and records

• Plan and schedule meetings and appointments

• Prepare and schedule correspondence, reports, and presentations as needed

• Perform administrative duties for all departments

• Make travel, meeting, and guest arrangements as needed

• Maintain a professional manner and environment

• Source and negotiate pricing for events, venues, and office equipment

• Ability to handle a wide variety of activities and confidential matters with discretion and honesty

• Display creativity and enjoy working within a close-knit and detail-oriented IT organization

• Prioritize, multitask, and work on own initiative to establish and meet deadlines

Qualifications:

• Requires strong computer skills and interest in processes and technology

• Possess effective and professional written and oral communication skills

• Possess the ability to learn new software and systems

• Ability to prioritize and multitask, and work on own initiative to establish and meet deadlines

• 3-5 years work experience in accounts receivable/accounts payable functions

• Proficient use of Microsoft Office Suite

• Excellent interpersonal skills, detailed oriented, organizational, customer relations, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors

• Ability to utilize project management methodology

• Ability to generate correspondence, reports, and communications

• Ability to work independently on projects, from conception to completion

Desired Skills & Experience

• BA/AA in business administration or accounting (not essential but strongly preferred)

• Curiosity for technology and aptitude to become fluent within an IT environment

• Superb communication skills both verbal and written

• Personable, presentable and articulate

Job Type: Part-time / Full-time flexible