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Accounts Receivable / Accounts Payable Specialist
Accounts Receivable / Accounts Payable SpecialistPavago • San Jose, CA, US
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Accounts Receivable / Accounts Payable Specialist

Accounts Receivable / Accounts Payable Specialist

Pavago • San Jose, CA, US
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Accounts Receivable / Accounts Payable Specialist

Position Type : Full-Time, Remote

Working Hours : U.S. client business hours

About the Role : Our client is seeking an AR / AP Specialist to manage daily accounts receivable and accounts payable operations. This role ensures timely, accurate, and compliant transaction processing across vendors, customers, and internal accounting systems. The AR / AP Specialist is essential for maintaining smooth cash flow and financial integrity, handling everything from invoice entry to collections follow-up and reconciliation.

Responsibilities

Accounts Payable (AP) :

  • Review 2050 vendor invoices per week for accuracy, coding, and approvals.
  • Enter invoices into accounting platforms (QuickBooks, NetSuite, Xero, SAP, or Oracle).
  • Schedule payments (ACH, wires, checks) in alignment with terms.
  • Reconcile vendor statements and resolve discrepancies.
  • Process employee reimbursements and credit card reconciliations.

Accounts Receivable (AR) :

  • Generate and send 30100 customer invoices weekly.
  • Post customer payments (ACH, wire, credit card, checks) into the AR system.
  • Maintain and monitor AR aging reports, flagging overdue balances.
  • Follow up with customers on overdue accounts, negotiate payment schedules, and escalate when necessary.
  • Record unearned revenue and adjust deferred revenue balances as needed.

    • Reconciliation & Reporting :

  • Reconcile AR and AP subledgers with the general ledger monthly.
  • Match cash disbursements and receipts to bank records.
  • Prepare weekly cash disbursement and collections reports.

    • Compliance & Controls :

  • Ensure vendor / customer data is properly documented (W-9s, contracts, terms).
  • Adhere to SOX and GAAP / IFRS standards.
  • Maintain audit-ready documentation of AP / AR cycles.

    • Collaboration :

  • Work with procurement on vendor set-up and terms.
  • Partner with sales teams to validate invoice data and resolve customer disputes.
  • Support month-end close with accruals and reconciliations.

    • What Makes You a Perfect Fit :

  • Highly detail-oriented with low tolerance for errors.
  • Strong communicator, comfortable working with both vendors and customers.
  • Organized and efficient in managing high transaction volumes.
  • Able to balance speed with accuracy and compliance.

    • Required Experience & Skills (Minimum) :

  • 2+ years of AR / AP or bookkeeping experience.
  • Proficiency in accounting systems (QuickBooks, NetSuite, SAP, or Xero).
  • Intermediate Excel / Google Sheets (VLOOKUP, pivot tables, reconciliation templates).
  • Familiarity with vendor / customer payment processes.

    • Ideal Experience & Skills :

  • Multi-currency AR / AP experience.
  • Industry exposure to SaaS, real estate, manufacturing, or professional services.
  • Experience in ERP migration or AP / AR automation software (Bill.com, Tipalti).
  • Understanding of GAAP / IFRS AP / AR treatments.

    • What Does a Typical Day Look Like? An AR / AP Specialist's day is defined by owning the flow of cash-related transactions and the accuracy of the ledgers that support them. You will :

  • Own transaction processing : Enter, code, and route vendor bills for approval; create and send customer invoices; post payments and disbursements accurately and on time.
  • Maintain ledger integrity : Reconcile AR / AP subledgers to the GL; match bank activity to recorded transactions; clear exceptions and resolve discrepancies quickly.
  • Safeguard compliance : Verify vendor and customer documentation (e.g., W-9s), apply correct terms and tax treatments, and maintain audit-ready records in line with GAAP / IFRS and internal controls.
  • Partner across functions : Coordinate with procurement on vendor setup and terms, with sales on invoice accuracy and disputes, and with accounting on accruals and close timelines.
  • Provide visibility : Keep aging schedules current, surface risks (delinquencies, disputed invoices), and deliver concise status updates and cash-movement reports to finance leadership.
  • Continuously improve : Identify bottlenecks, recommend automation (e.g., Bill.com / Tipalti, OCR), refine SOPs, and help shorten the month-end close.

    • Essence of the role : ensure cash in / cash out is processed accurately, on time, and fully documented, so leadership has clear visibility and the books close cleanly.

    Key Metrics for Success (KPIs) :

  • Invoices processed with
  • AP paid within agreed terms (net 30 / 45 / 60).
  • AR collection cycle within target DSO.
  • Reconciliations completed by month-end close deadlines.
  • 100% compliance with documentation and audit requirements.

    • Interview Process :

  • Initial Phone Screen
  • Video Interview with Recruiter
  • Practical Task (e.g., reconcile a sample AP ledger or generate AR aging report from dataset)
  • Client Interview
  • Offer & Background Verification
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