JOB TITLE: Manager, Accounts Payable & Accounts Receivable
REPORTS TO: Federal Controller
POSITION SUMMARY:
The Accounts Payable & Accounts Receivable Manager oversees all AP/AR functions and performs accounting-related tasks. You will also work in tandem with the current finance team.
During the first 6-9 months of your role, you will be assigned responsibilities as an assistant controller. The current responsibilities involve overseeing financial operations, managing budgets, and ensuring compliance with accounting standards. However, soon transitioning to the role of an accounts payable and accounts receivable manager, the incumbent will focus on managing AP/AR, which will include processing invoices, handling vendor payments, and maintaining accurate financial records.
ESSENTIAL FUNCTIONS:
Accounts Payable Duties
- Input and validation of vendor invoices against purchase orders within ERP tool.
- Manage the disbursements on a weekly basis.
- Manage and assign all incoming requests.
- Maintain positive vendor relationships of top tier Partners.
- Process and monitor Marketing events and related expenses.
- Create invoices for Partner reimbursement of Marketing events.
- Reconcile credit card statements on a monthly basis, assisting the Operations team in reconciling, researching discrepancies, and following up accordingly on open items.
- Follow month-end closing procedures to ensure costs are recognized appropriately for all orders.
- Annual filings of 1099s
- Document processes for improved efficiencies.
- Manage accounts payable staff in resolving invoice issues and processing payments.
Accounts Receivable Duties:
- Process customer invoicing.
- Knows team processes and meets expectations (note requirements, cc’ing mgrs when invoices reach certain age, etc)
- Contact customer’s proactively (if invoice meets requirements) 15 days after invoice creation to ensure receipt of invoice and timely payment.
- Contact customer’s with delinquent accounts/invoices and initiate appropriate action.
- Respond to incoming emails in a timely manner.
- Contact customer’s regarding any unapplied cash/credit memos, with simple research.
- Engage the sales team when appropriate in efforts to collect on past due invoices.
- Research and engage internal support teams as needed to resolve customer issues that are delaying payment. Ensuring resolution to root cause.
- Create actionable cases to internal support teams to correct issues, and ensure they are resolved to root cause.
- Utilize Box/Sharepoint when looking for specific customer related documents. i.e. SOW’s, PO’s, signed quotes etc.
- Add or update billing instructions on accounts.
- Identify collection issues and communicate with management on complex issues.
- Utilize customer portals for research of invoices, payment status, and rejection reasons.
- Participate in monthly account reviews to track progress on aged or problematic accounts.
- Strategize monthly to meet the goals set in place by management.
- Provide updates to Accounts Payable and Credit Approval when needed.
- Prepare correspondence on delinquent accounts requiring special handling.
- Utilize Sharepoint for simple payment research.
- Work hand in hand with team, and management with any new ideas for processes and procedures.
- Perform other duties as asked/assigned.
OTHER DUTIES:
- Preparation of weekly cash flow forecasts.
- Overseas cash conversion cycle.
- Manage monthly close (invoicing, bank recs, deferred revenue, accruals, depreciation, prepaids, preparation of financial statements).
- Support annual audits
- Expense Reimbursements
- HOLA/COLA calculations
- Bank deposits
- Manage Microsoft Dynamics 365
- Trainer of new staff accountants on daily duties.
- Responds to staff accountants and sales employees inquires.
- This list is not designed to be all inclusive. Other duties and responsibilities may be assigned as needed.
SUPERVISORY RESPONSIBILITIES:
Supervises staff accountant(s) in daily operations.
QUALIFICATIONS:
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:
Education/Experience:
- Bachelor's degree from four-year college or university; five to six years related experience.
- Language Ability: Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public
- Mathematical Ability: Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages
- Reasoning Ability: Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Computer Skills: Microsoft Office Suite, Microsoft Dynamics 365 experience preferred
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
EEO STATEMENT: Optiv ClearShark is an Equal Opportunity and Affirmative Action employer. All qualified applicants for employment will be considered without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, status as an individual with a disability, veteran status, or any other basis protected by federal, state, or local law.