Accounts Receivable Representative

Coolsys - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

1,001-5,000 employees

Specialty Trade Contractors

About the position

As an Accounts Receivable Representative at CoolSys, you will play a crucial role in managing the financial transactions of the company. With over 150 years of experience, CoolSys is a market leader in indoor environment solutions, providing a full spectrum of services including HVAC and refrigeration installations, service and maintenance, and energy solutions. Your primary responsibility will be to reconcile invoices against purchase orders and ensure accurate payment processing for vendors. This position requires a strong understanding of accounts payable processes and the ability to maintain good vendor relationships while adhering to company policies and procedures. In this role, you will be responsible for monitoring discount opportunities, preparing checks, and resolving discrepancies related to purchase orders and invoices. You will also maintain historical data and records, verify vendor accounts, and prepare accruals for finance at month-end. Your analytical skills will be essential as you prepare monthly reports and analyze accounts, ensuring compliance with company policies and applicable laws. Additionally, you will be tasked with processing all accounts payable invoices into the accounting system, maintaining basic knowledge of general ledger accounts, and following up on inquiries and outstanding invoices. Your attention to detail and organizational skills will be critical in managing a high-volume workload while ensuring accuracy in data entry and invoice processing. You will also support the travel and expense system and perform other duties as requested by management.

Responsibilities

• Reconciles invoices against Purchase Orders and receipt of goods.
• Pays vendors by monitoring discount opportunities, scheduling and preparing checks, and resolving discrepancies.
• Maintains historical data and records.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Calculates sales taxes on paid invoices.
• Prepares accrual for finance at month end.
• Prepares analyses of accounts and produces monthly reports.
• Matches, batches, and codes invoices for daily data entry.
• Processes all accounts payable invoices into the accounting system.
• Maintains basic knowledge of general ledger accounts and identifies incorrect coding.
• Follows up on inquiries, issues, and outstanding invoices using effective communication.
• Sets up new vendors and maintains vendor files.
• Researches invoices, both paid and unpaid, including cleared check inquiries and voiding of checks.
• Checks invoices for proper sales and use tax and makes appropriate adjustments.
• Assists branches with general AP issues as needed.
• Processes invoices accurately with proper PO documentation and approval.
• Researches and clears Match Exceptions and Holdouts.
• Researches and resolves receiving discrepancies with invoices.
• Responds to vendor inquiries in a timely fashion.
• Communicates with the appropriate department to resolve invoice discrepancies.
• Ensures compliance with Company policy while carrying out daily processes and controls.
• Supports travel and expense system.
• Performs other duties as requested.

Requirements

• Strong understanding of AP processes required.
• Accurate data entry skills.
• Highly organized and attentive to detail.
• Good communication skills, able to articulate details clearly.
• Ability to maintain good vendor relationships.
• Understanding and adherence to company policies and procedures and applicable laws.
• Strong customer service skills.
• Familiarity with standard accounting principles and controls.
• Ability to use a 10 Key computer board.
• Ability to prioritize and maintain organization of high-volume workload.
• Ability to handle stress and high work volumes quickly with minimal errors.
• Proactive problem solver who works well with a team.
• College coursework in Accounting or related field, or equivalent work experience; prefer Associates degree in Accounting, Finance or Business.
• 1-3 years professional experience in Accounts Payable.
• Proficient with Microsoft Office Suite including Excel, Outlook, and Word.
• Ability to learn quickly and work in a fast-paced environment.
• Detail-oriented and thorough.
• Excellent oral and written communication skills.
• High level of initiative and professionalism.
• Basic mathematical, analytical, and problem-solving skills.

Nice-to-haves

• Experience with accounting software systems.
• Knowledge of tax regulations and compliance requirements.

Benefits

• Competitive pay
• Medical, Dental, Vision and Prescription coverage
• Paid vacation and holidays
• 401(K) match
• Life insurance, AD&D and long-term disability
• Tuition reimbursement
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and more
• Pet Insurance
• Legal Plan, and ID Theft Protection