AP/AR/Payroll Specialist

$45,000 - $60,000/Yr

Fresh Wata - Las Vegas, NV

Full-time - Entry Level

Las Vegas, NV

Personal and Laundry Services

About the position

The AP/AR/Payroll Specialist at Fresh Wata is responsible for managing the day-to-day operations of accounts payable, accounts receivable, and payroll functions. This role is critical in maintaining accurate financial records, optimizing cash flow, and supporting overall financial operations. The specialist will process vendor invoices, issue payments, manage customer invoices, and ensure timely collection of receivables.

Responsibilities

• Ensure proper onboarding for all vendors, including W9s, COIs, credit and background checks where necessary.
• Receive and review vendor invoices for accuracy, completeness, and approval.
• Code invoices to appropriate general ledger accounts and cost centers.
• Enter invoices into the accounting system and ensure timely processing for payment.
• Reconcile vendor statements and resolve discrepancies or outstanding issues.
• Prepare and process electronic payments, checks, and wire transfers.
• Respond to vendor inquiries and resolve payment-related issues promptly.
• Generate and distribute customer invoices accurately and timely.
• Monitor accounts receivable aging and follow up on overdue invoices.
• Communicate with customers regarding payment status, payment terms, and invoice disputes.
• Process customer payments, including checks, credit card payments, and electronic transfers.
• Reconcile customer accounts and apply payments to outstanding invoices.
• Investigate and resolve discrepancies in customer payments or billing issues.
• Prepare and send account statements and reminders to customers as needed.
• Process all new hire paperwork and set up new employees in iSolved, QuickBooks Time (TSheets), and EBS benefits system.
• Ensure all employees are enrolled in benefits upon eligibility.
• Process all position and pay rate changes.
• Process all termination paperwork and issue final paychecks.
• Monitor timecards for errors, omissions and missed clock-ins/outs.
• Process bi-weekly and record bi-weekly payrolls.
• Coordinate with internal departments to ensure timely payment processing and collections.
• Provide regular updates and reports on cash flow status and receivables aging.
• Assist in preparing weekly, monthly, quarterly, and annual financial reports related to accounts payable, accounts receivable, and cash flow.
• Analyze A/P, A/R and payroll trends, variances, and performance metrics to identify opportunities for improvement.
• Identify areas for improvement and automation within the accounts payable and accounts receivable functions.
• Implement best practices and procedures to streamline workflows, reduce errors, and enhance efficiency.
• Build and maintain positive relationships with vendors, customers, and internal stakeholders.

Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred, but not required.
• Minimum 2 years of experience in accounts payable, accounts receivable, or related finance roles.
• Proficiency in QuickBooks Enterprise and QuickBooks Online.
• Experience with Ramp, iSolved and Google Workspace a plus.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Effective communication and interpersonal skills, with the ability to interact professionally with vendors, customers, and colleagues.
• Analytical mindset and problem-solving abilities to resolve discrepancies and improve processes.
• Ability to work independently and collaboratively in a fast-paced environment.

Nice-to-haves

• Experience in a customer service or client facing role, and/or public accounting, consulting or advisory roles is advantageous.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance