Cranford, New jersey
Accounts Payable / Financial Administrator Job Opening in Cranford, New jersey - JOB SUMMARY
Provide financial, administrative and clerical support by performing bookkeeping responsibilities, preparing financial documents, processing purchase orders, entering invoices and issuing vendor payments. Maintain contact with department supervisors, vendors, customers, administrative team and at all times observe confidentiality of customer and company matters.
The ideal candidate will have prior bookkeeping experience, with knowledge of financial documents, Accounts Receivable and Payables, as well as being highly motivated and flexible.
Requires effective communication and working relationships both internal and external, as they are an essential part of daily working life within this position.
Maintain a professional, corporate image which promotes our company, while performing all functions according to established policies and procedures in an efficient, timely and accurate manner.
ESSENTIAL FUNCTIONS
Accounts Payable
Must maintain contact with vendors and supervision to ensure orders are being assigned properly and purchases made are in accordance with the estimated material costs per job.
Post vendor invoices on a daily basis by verifying and entering transactions received electronically through A/P email and hard copies through office mail.
Ensure at all times purchase orders are properly assigned by vendor, department and work location.
Maintain records by receiving, entering, and scanning vendor invoices for electronic storage on server.
Review and process payments to vendors for services and materials provided and properly record the transactions by posting receipts.
Look after every detail on invoices and match up to initial purchase order request. Obtain approval from department supervisors to process and post invoices.
Resolve invoice discrepancies with vendors while working with each department.
Set invoices up for payment and process check requests on a monthly basis once approved by management.
Match invoices and check stubs for filing hard copies.
Analyze vendor accounts and prepare monthly reports on spending by department and by vendor.
Keep track of electronic and credit card transactions on a regular basis and enter into accounting system.
Monitor accounts to ensure payments to vendors are up to date.
Process returns and credit memos from vendors as needed following RMA procedures.
Maintain records and vendor accounts with up to date information.
Correspond with vendors and supervisors and respond to any queries regarding purchases or invoices.
Submit monthly reports and help in month end closing.
Maintain database of all purchase orders, requisitions, and match to invoices to be paid monthly; close any open, unresolved purchase orders after month end.
Maintain files for purchase orders, requisitions, and other paperwork as needed.
Assume responsibility for all correspondence regarding all vendor invoices.
Responsibilities
Perform a variety of accounting and bookkeeping responsibilities to prepare weekly and monthly financial reports for management review.
Assist as needed to answer/direct phone calls, dispatch field mechanics and communicate with customers and supervisors.
Perform data mining and collection utilizing company server and GP system.
Attend meetings as requested to improve operational excellence.
Produce monthly and quarterly reports for management team, within required deadlines. Produce monthly spreadsheet tracking total receipts for the month.
Handle new vendor financial relations, introductions, enter contact information in company records.
Take telephone enquiries from vendors regarding their account.
Monitoring and reporting company spending by credit card.
At all times comply with company policies, procedures and instructions.
Contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and by implementing change as requested.
MINIMUM QUALIFICATIONS
Knowledge of Financial documents and Accounts Receivable
Proficient in Microsoft applications. At least 2 years? experience in Word, Excel and Outlook
Must have exceptional multitasking skills and the ability to work in a fast paced environment
Excellent organization skills
Excellent written and oral communication skills
Ability to work in a team
Data Entry Skills, General Math Skills, Analyzing Information, Attention to Detail, Thoroughness, Reporting Research Results
RELATIONSHIPS
Effective working relationships are an essential part of daily work.
Internal: Colleagues within Operating Division; and
External: Telephone communication ? Customers/vendors
These are illustrative duties and the job holder will be expected to become involved in a range of work to enable the department to respond effectively to the requirements of the Company.
Job Type: Full-time
Salary: $36,000.00 to $42,000.00 /year
Required education:
Bachelor's
Required experience:
Word, Excel: 2 years
Accounts Payable: 2 years
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