Accounts Receivable/Payables Supervisor

Description

As the Accounts Receivable/Payables Supervisor, you will play a crucial role in overseeing the receivables process, ensuring timely and accurate collection of outstanding invoices, and maintaining strong relationships with our valued customers.

Responsibilities 

Accounts Receivable Management:

• Billing and Invoicing: Manage the billing and invoicing process to ensure accurate and timely issuance of invoices to customers. Ensure synchronization of Fishbowl and Quickbooks are working properly on a daily basis; Check the invoices@poppyhandcraftedpopcorn.com on a regular basis and respond within 24 hours
• Update Daily Sales report each day with the total sales within the various sales channels each morning for previous daily sales
• Manage and ensure accuracy of customer terms status in accounting software. Review all credit applications for new customers seeking terms and make recommendations to CFO/Sales Director
• Collections Management: Monitor accounts receivable aging and lead efforts to collect outstanding payments within established credit terms. Update weekly call log correspondence on past due accounts and incorrect credit card information. Audit delinquent accounts considered to be uncollectible to ensure maximum efforts have been taken before assigning to bad debt status. Monitor aging balances and recommend write offs. 
• Customer Communication: Maintain regular communication with customers regarding invoice discrepancies, payment status, and any outstanding balances. Handle any credits for damaged items/missing product with Quickbooks as well as FishBowl
• Sales Representative and Sales Director Communication: Create and maintain weekly communication with the sales representatives on any past due accounts or orders missing proper credit card information; In addition, communicate on a weekly basis with sales representatives and Sales Director on any orders that are “on hold” due to non-payment or missing credit card information
• Dispute Resolution: Investigate and resolve billing disputes or discrepancies in a prompt and professional manner, collaborating with the sales team, customer service team, and sales representatives as needed.
• Cash Application: Oversee the accurate and timely application of customer payments to outstanding invoices in the accounting system. Deposit all payments in the proper accounts as well as check the mail for incoming payments on a daily basis
• Accounts Reconciliation: Conduct regular accounts reconciliation to ensure accuracy and integrity of accounts receivable records as well as reconcile clearing accounts within the accounting system
• Month-end Close: Assist in the month-end close process by preparing necessary reports and analysis related to accounts receivable with the Director of Finance.  Assist with all commission and open order reports for sales representative groups by the 15th of each month. 
• Process Improvement: Identify opportunities for process improvements in the accounts receivable function to enhance efficiency and customer satisfaction. Keep in direct communication with our partners such as Market Time, Brandwise, and ACT Data Connect 
• Assist in managing our EDI (Electronic Data Interchange) system with our inventory system (Fishbowl) and customers who transmit orders through the system; monitor portals and platforms to ensure invoices are fulfilled and are in the AP systems for larger customers who we communicate with through EDI
• Interface with customer service, sales, and senior-level management to resolve issues in relation to accounts receivable
• Financial Reporting: Prepare and present regular reports to management and CEO as requested on accounts receivable performance, aging, and collection efforts, accounts with missing credit card information, orders “on hold” due to nonpayment or missing payment information, late accounts

Accounts Payable Management:

• Manage accounts payable-Pay all bills on a daily/weekly basis; receipt management for coding purposes; keep track of weekly payables schedule
• Create and pay monthly commissions reports for all rep groups including Daniel Richards, Fine Lines, Twist and Faire
• Responsible for reconciling open order reports for rep groups on an as needed basis
• Review employee expenses and manage receipt folders
• Pay sales tax monthly and review tax liability report; maintain proper integration  of sales tax with Fishbowl/QB systems

Requirements

• Bachelor's degree in Accounting, Finance, or a related field. Additional certification (e.g., CMA, CFA) is a plus
• Minimum of 3-5 years of progressive experience in accounts management or a related finance role
• Strong understanding of accounting principles and practices, specifically related to accounts receivable
• Proficiency in using accounting software and ERP systems. Experience with QuickBooks is required
• Excellent communication and interpersonal skills with the ability to effectively interact with customers and internal stakeholders
• Demonstrated leadership and team management capabilities
• Detail-oriented with strong analytical and problem-solving skills
• Ability to prioritize tasks and manage time efficiently in a fast-paced environment
• Ability to meet deadlines each week for reporting to CEO and Finance Team
• High level of integrity and professionalism in handling sensitive financial information
• Promotes the culture and values of the company while maintaining a positive work environment
• Positive attitude and ability to work as a part of a team
• Ability to multitask while maintaining a calm and collected demeanor
• Ability to problem solve and willingness to learn new skills
• Willingness to work with flexibility and adjust to changing systems 
• Ability to avoid third party feedback loops and siloed conversations
• Ability to respect, communicate and collaborate across lines of cultural differences 
• Ability to address conflict by assuming positive intent and seeking to understand

Physical Demands

Extensive physical exertions which includes but are not limited to: 

• Sitting for extended periods
• Ability to lift 50 lbs as needed
• Repetitive bending, lifting, and hand/arm movements

Salary : $50,000 - $60,000