AP/AR Specialist

Department: Accounting

Location: Carlsbad, California

FLSA Status: Non-Exempt

Hours/Days: Monday through Friday 7:00 a.m. to 3:30 p.m.

Salary Level: Hourly

Pay Range: $25-$30/hr DOE

Are you a detail-oriented and organized professional with a passion for numbers? We're looking for a dedicated Accounts Payable and Accounts Receivable Specialist to join our team. In this dual-role position, you'll be essential in ensuring the financial health of our company by managing our daily accounting operations.

Company Overview

Mellano & Company is a renowned and leading name in the floral industry, committed to delivering exceptional floral products and services for over a century. We take pride in our family-owned legacy, strong values, and commitment to quality. As we continue to expand our operations, we are seeking a highly motivated and skilled Floral Wholesale Warehouse Sales Manager to join our team and contribute to our continued growth and success.

Summary/Objective
The AP/AR Specialist will assist with the processing of vendor invoices for services and process accounts receivable checks for products and services rendered as well as run reports. This position reports and is under the direct supervision of the Director of Finance.

Duties and Responsibilities

Accounts Payable

• Accurately match invoices with packing slips, purchase orders, and receipts. Verify all information, including extensions and pricing, to ensure accuracy before posting invoices to our accounting system.


• Prepare and schedule timely disbursements, obtain necessary payment authorizations, and generate accounts payable and refund checks.


• Code invoices with proper general ledger (G/L) codes for manager approval and maintain a well-organized filing system for all paid invoices and payable documents.


• Reconcile monthly vendor statements, investigate discrepancies, and communicate proactively with vendors to resolve issues and secure missing invoices.


• Post invoices into the computer system.


• Pays invoices by verifying transaction information, scheduling, preparing disbursements, and obtaining authorization of payment.


• Generate accounts payable and refund checks.


• File paid invoices and organize payables to be matched.


• Track co-op advertising and assist with running inventory sheets and preparing inventory reports.


• Run inventory sheets and prepare inventory reports.

Accounts Receivable

• Match incoming payments with corresponding invoices, post payments to the accounting system, and coordinate daily bank deposits.


• Prepare and mail invoices to customers, ensuring all charges and credits are calculated correctly.


• Advise manager of errors.


• Resolve account discrepancies by investigating documentation and communicating with customers via phone and email regarding past-due accounts, billing issues, and payment statuses.


• Coordinate daily deposits.


• Post receipts and organize paperwork.


• Obtains revenue by verifying transaction information, computing charges, and refunds, and preparing and mailing invoices.


• Collects revenue by reminding delinquent accounts and notifying customers of insufficient payments.


• Post account transactions and reconcile statements to ensure accurate and up-to-date ledgers.


• Verifies accounts by reconciling statements and transactions.

• Resolves account discrepancies by investigating documentation, issuing stop payments and adjustments.


• Communicate in-person, telephone, and email with customers regarding past due accounts.

General Accounting and Administrative Support

• Maintain Financial Integrity: Uphold financial security by adhering to all internal accounting controls and maintaining meticulous historical records.


• Team Collaboration: Provide support with general administrative duties, including assisting with the multi-line phone system, and contribute to the overall success of the team by accomplishing tasks as needed.

• Complete other duties as assigned.

Competencies

• Great attention to detail


• Strong customer service skills


• Excellent negotiation skills


• Proficiency in mathematics


• Advance level in Excel


• Problem Solving/Analysis


• Results Driven


• Knowledge of software applications


• Able to cross-train and work in a team environment


• Flexibility
  

Work Environment

This job operates in a clerical, office setting located up a flight of stairs. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machine, calculators and other office machines.

Physical Demands

• Able to sit or stand for extended periods of time


• Able to climb and descend stairs and walk on uneven ground.


• Able to withstand moderate changes in temperature.


• Occasional lifting of up to 25 lbs.

Required Education, Skills and Experience

• Proficient in Microsoft Office - MS Excel, MS Word, MS Access and Microsoft Outlook


• Associates degree (AA) or equivalent from two-year College or technical school; or two or more years related experience and/or training; or equivalent combination of education and experience.

Additional Eligibility Qualifications / Preferred Skills

• Bilingual in English and Spanish is a plus


• Proficient in Various Software programs