AR/AP SPECIALIST - ENTRY LEVEL in Exeter, New Hampshire at Dutch Ophthalmic USA Inc

The AP/AR & Credit Collections Specialist is responsible for timely and accurate accounts payable and receivable processing, ensuring invoices, payments, and records comply with company policies and US GAAP. The role also supports credit and collections by monitoring customer accounts and reducing outstanding receivables, while collaborating with internal and external partners to maintain strong financial controls across the credit-to-cash cycle.

Key areas of responsibility:

Accounts Payable

Invoice Processing:

• Enter new vendor information into Sage, including W9 collection and qualification requirements for new vendors.
• Complete purchase orders and ensure proper documentation.

Payment Management:

• Prepare and process vendor payments in accordance with company policy.
• Code, review, and input AP invoices into the system.
• Process weekly check runs.

Reconciliation & Issue Resolution:

• Research and resolve payment discrepancies.
• Reconcile vendor statements with AP records.

Recordkeeping:

• Maintain accurate vendor files, payment records, and expenditure documentation.
• Process credit card payments and credits.

Compliance & Communication:

• Ensure goods/services are received and approved prior to payment.
• On an annual basis, at the start of the calendar year, ensure all required vendor 1099 forms are accurately prepared and submitted in a timely manner.
• Respond to AP-related phone and email inquiries.

Expense Report:

Process weekly employee travel and expense reimbursements.

Bank Reconciliation:

• Maintain and support bank reconciliation activities.

Accounts Receivables:

Payment Collection & Application:

• Apply customer payments accurately and timely.
• Manage collection activities to reduce outstanding aging.
• Process credit card payments and credits.

Account Management:

• Monitor customer accounts and follow up on past-due balances.
• Make account adjustments under the guidance of the Accounting Manager.
• Respond to AR- related phone and email inquiries.

Credit & Collections Support

• Monitor customer credit limits and terms.
• Support the collections process by tracking delinquencies and initiating follow ups.
• Maintain strong relationships with customers, sales teams, and internal finance.
• Assist in preparing and analyzing credit and collections reports, identifying trends, risks, and opportunities for process improvement.
• Send monthly account statements to active customers and ensure accuracy of balances and aging.

Reporting & Cross-Functional Support

• Prepare weekly reports for the Head of Finance, Accounting Manager, and Senior Accountant.
• Assist with finance-related projects, including annual audit data collection.
• Provide coverage for Accountant and Collections Coordinator during PTO.
• Work with the Senior Accountant to prepare journal entries as needed.

Education: Associate degree in accounting or finance.

Experience:

• One to three years of AP/AR accounting experience required.
• Proficiency with accounting software; Sage 100 and Concur experience a plus
• Strong knowledge of GAAP, accounting principles, and regulatory requirements.
• Advanced proficiency in Microsoft Excel, Access, and Word.

Technical Skills:

• Strong analytical and problem-solving abilities.
• Proficiency in Microsoft Office Suite.
• ·ERP system experience (Sage preferred).

Soft Skills:

• Strong written and verbal communication.
• Ethical conduct and accountability.
• Collaboration and teamwork.
• High attention to detail and organizational skills.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.

Position Type and Expected Hours of Work:

The role is a full-time, hourly position based on site. Regular hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m.