Accounts Payable/Accounts Receivable Specialist

POSITION SUMMARY

A growing commercial landscaping and construction services organization is seeking a highly organized, detail-oriented Accounts Receivable / Accounts Payable Specialist to support the accuracy, efficiency, and financial integrity of its accounting operations. This position manages key activities across the full billing and payment cycle, including customer invoicing, collections, cash application, vendor invoices, payment preparation, account reconciliations, and financial recordkeeping.

Reporting to the Accounting Manager, this role partners closely with operations, project managers, customers, vendors, and the broader finance team to maintain timely transactions, resolve discrepancies, strengthen internal controls, and support month-end close and audit readiness. The ideal candidate combines sound accounting fundamentals with a service-minded, proactive approach and thrives in a growing, fast-paced business.

ESSENTIAL JOB FUNCTIONS

Accounts Receivable | Billing & Cash Application

• Prepare, review, and distribute accurate customer invoices based on completed services, project details, job locations, contracts, and agreed payment terms.
• Maintain customer account records, billing contacts, job information, payment terms, and supporting documentation in applicable accounting and operational systems.
• Record and apply customer payments accurately; prepare deposit records and reconcile cash receipts to customer accounts and bank activity.
• Monitor accounts receivable aging, investigate unapplied cash and billing discrepancies, and maintain timely, accurate receivable records.
• Coordinate with project managers and operations leaders to verify completed work, resolve billing questions, and prevent invoicing delays.

Collections | Customer Relationships

• Conduct professional, timely follow-up on past-due balances and document collection activity, commitments, and dispute resolution.
• Respond to customer billing inquiries, research discrepancies, and coordinate resolution with the appropriate internal stakeholders.
• Escalate material collection risks, recurring disputes, and aging trends to the Accounting Manager with recommended next steps.

Accounts Payable | Invoice Processing

• Receive, review, code, and enter vendor invoices accurately into the applicable ERP and accounting systems, including NetSuite and Aspire where utilized.
• Confirm invoice documentation, purchasing requests, approvals, job-cost allocation, and alignment with purchase orders or receipts where applicable.
• Maintain accurate vendor records, invoice files, expense documentation, and payment terms; monitor AP aging and upcoming obligations.
• Reconcile vendor statements, research duplicate or missing invoices, and resolve pricing, coding, or payment discrepancies.

Payment Preparation | Vendor Communication

• Prepare and support scheduled ACH, wire, and check payment runs in accordance with established authorization limits and segregation-of-duties controls.
• Verify payment details, supporting approvals, and documentation before submission for authorized review and release.
• Respond promptly to vendor inquiries regarding invoices, payment status, and account discrepancies while maintaining positive working relationships.

Reconciliations | Month-End Close | Reporting

• Reconcile assigned AR and AP subledger balances, customer and vendor accounts, cash receipts, and related general ledger activity.
• Prepare aging reports, cash receipt summaries, outstanding payable schedules, and other reporting to improve cash flow visibility.
• Assist the Accounting Manager with month-end close schedules, accrual support, account research, and documentation needed for accurate financial reporting.
• Identify unusual transactions, unresolved variances, and trends that may affect financial accuracy or working capital.

Compliance | Controls | Continuous Improvement

• Maintain complete, organized, audit-ready records and support internal or external audit requests.
• Follow established approval procedures, confidentiality standards, accounting policies, and applicable 1099 documentation and reporting processes.
• Recommend improvements to billing, collections, invoice processing, reconciliations, and workflow automation as operations scale.
• Provide cross-functional accounting support and perform other related duties as assigned.

QUALIFICATIONS

• 3–5 years of experience in accounts receivable, accounts payable, billing, bookkeeping, or general accounting; hands-on experience across both AR and AP strongly preferred.
• Associate’s degree in Accounting, Finance, or a related field preferred; equivalent relevant experience considered.
• Working knowledge of invoice processing, customer billing, collections, payment application, reconciliations, and basic general ledger principles.
• Proficiency in Microsoft Excel and accounting/ERP platforms; experience with NetSuite, Aspire, or comparable systems preferred.
• Strong accuracy, organization, time management, problem-solving, and follow-through skills.
• Professional written and verbal communication skills with a customer- and vendor-service mindset.
• Ability to manage competing deadlines, handle sensitive financial information discreetly, and adapt to changing processes in a growing organization.
• Experience in commercial landscaping, construction, field services, or project/job-cost accounting is a plus.