Accounts Receivable/Payable Specialist job

Company Overview

Spotlight Media is constantly growing and changing. Throughout the years, we have helped hundreds of companies with their advertising needs. That’s when we learned that they needed even more help with their marketing needs. Now, after nine years of producing award-winning and engaging content and websites, we are so excited to be able to help businesses with all of their marketing needs and launched a full-service Marketing Agency. 

Job Summary

At the center of our company’s front of the house, the Accounts Receivable/Payable Specialist will be the face of Spotlight for our clients, vendors and staff. The Accounts Receivable/Payable Specialist will work hand in hand with the VP of HR and Controller to ensure all processes and procedures are completed in accordance with Spotlights policies and procedures. 

The Accounts Receivable/Payable Specialist ensures that Spotlight receives payments for goods and services, and records these transactions accordingly in our CRM. The Accounts Receivable/Payable Specialist will report directly to the Controller.

Responsibilities and Duties

• Greet and assist clients that visit Spotlight.
• Answer phone calls and take messages as needed for Spotlight staff.
• Manage day-to-day processing of accounts receivable and payable and produce reports for the Controller.
• Responsible for daily reconciliation of deposits and credit card payment processing. 
• Guarantee all invoices are accurately input for monthly billing and processed in a timely manner.
• Administer all Accounts Receivables; create and send monthly invoices and statements to clients, as well as tear sheets for clients.
• Execute adjusted invoices in a timely manner (i.e., trade discounts, third-party billing, finance charges, ACH/EFT payments).
• Respond to all inquiries regarding billing and accounting issues.
• Monitor the [email protected] and [email protected] emails and answer all inquiries within 48 business hours. 
• Determine appropriate plans of action for collections on any delinquent payments and take action. 
• Comply with federal, state, and company policies, procedures, internal controls, and regulations.
• Stock necessary items throughout the office and order office supplies as needed.
• Process incoming and outgoing mail.
• Other tasks as needed.
   

Qualifications and Skills

• 2-4 years’ professional experience in an administrative/office manager position.
• 1-2 years accounts receivable and accounts payable is a must.
• 1-2 years experience with a CRM is a must.
• Must have experience with accounting system applications; understanding of QuickBooks.
• Experience working with external consultants and vendors.
• Able to prioritize tasks properly and maintain a high level of accuracy and attention to details in a fast paced, dynamic environment. 
• Strong project management skills with the ability to successfully multitask; planning, prioritizing and executing various tasks and projects.
• Excellent verbal and written communication skills and committed to professional ethical standards.
• Self-starter, working independently and as part of a team; able to work cooperatively with others to set and achieve goals, resolve challenges, and make decisions to enhance organizational effectiveness. 
• Proven ability in problem-solving skills; quickly evaluating complex issues and identifying multiple options for resolution. 
• High level of professionalism, integrity and discretion in handling confidential information.
• Able to lift and carry 15-40 lb boxes. 
• Have reliable vehicle, valid driver’s license and vehicle insurance.

Benefits and Perks

• Medical Insurance (50% employer paid for employee) 
• Dental and Vision Insurance (50% employer paid for employee) 
• Vision Savings Pass (discount program) 
• Life and Disability Insurance (100% employer paid for employee)
• Paid Time Off (6 hours per pay period; 18 days per year)
• Volunteer Time Off (8 hours per year)
• 6 Paid Holidays
• Matching Charitable Donations (up to $50 per year)
• Individual Retirement Account
• Summer hours (office closes at noon on Fridays June-August)