Accounts Payable Specialist

The Accounting Associate contributes to meeting Langham goals of exceptional customer service, quality, process improvement, and profitability by ensuring efficient and positive cash flow by processing receivables in a timely and accurate manner, protecting the assets of the company by paying approved purchase orders accurately and as scheduled, and performing other routine accounting transactions accurately and on time.

There are a variety of duties performed by the Accounting Associates and, while various responsibilities, activities, and tasks performed in this department are assigned to specific individuals, daily responsibilities may shift from time to time as requested by the Director of Accounting. The ability to work with other members of the department as a functioning team is critical.

The Senior Accounting Associate has an overall responsibility over the day-to-day functions of Accounts Receivable and Accounts Payable in the organization.

Key outcomes expected

Accounts Payable:

• Enter vendor invoices into the system, accurately and timely.
• Match bills of lading and invoices for processing, work with the Operations Department to obtain necessary information.
• Process check requests ensuring all appropriate approvals have been received within company approved payment schedule.
• Monitor payment requests for appropriate approval.
• Code accounts for payments.
• Perform weekly check runs.
• Prepare manual checks as needed.
• Process monthly bills related to various credit cards.
• Prepare daily deposits.
• Process Non-Ops vendor billings weekly for all companies.

Accounts Receivable/Collections:

Ÿ Process D&B credit reports for submittal to Director of Accounting for evaluation

Ÿ Collect payments due through phone calls, emailing and other forms of communication

Ÿ Work aging reports for amounts due, verify invoices, apply cash receipts

• Responsible for weekly creation and submittal of customer billings as assigned.
• Perform monthly bank reconciliations.

Create weekly recaps of FedEx billings for submittal to Senior A/P.

General Ledger and Reporting:

Ÿ Key monthly entries.

Ÿ Recap accounts in excel.

Ÿ Maintain running fixed asset file.

Ÿ Maintain actual in budget format.

Billing:

Ÿ Bill Firestone, Fulfillment and Warehousing customers.

Ÿ Generate invoicing for transportation customers through E1, E2, and/or Cargowise.

Filing:

Ÿ Ensure filing is kept current and in the accurate files.

Ÿ Ensure active file is organized and neat until actual filing.

Establish and promote positive communication within Langham internal departments to increase collaboration and reduce inefficiencies. Respond to e-mail and voicemail in a timely manner.

Represent Langham Logistics:

• Provide courteous, professional service to both internal and external customers.
• Present a positive image of Langham.

Senior Accounting Associate: in addition to the above, the Senior Accounting Associate:

Ÿ Oversees the Accounts Payable and Accounts Receivable functions within the accounting department to ensure all tasks are completed accurately, on time, and according to established policy.

Ÿ Assists Accounting Associates with issues and problems they experience within their assigned functions.

Ÿ Negotiates payments and invoicing terms as directed by the Director of Accounting.

Critical skills, knowledge, and behaviors

Demonstrated knowledge of generally accepted accounting principles. Demonstrates effective analytical, problem solving, and decision-making skills (can gather and analyze data and information and draw conclusions). Able to think logically and analytically.

Demonstrates effective verbal, written, and interpersonal skills.

Demonstrates customer service orientation.

Proactive in anticipating and alerting others to problems with projects or processes.

High detail orientation and accuracy.

Takes initiative and needs little supervision.

Able to prioritize, organize tasks and time, and follow up. Performs responsibilities efficiently and timely.

Able to juggle multiple requests and meet multiple deadlines.

Works well in a team environment and as part of a team.

Able to negotiate with and influence others.

Able to resolve conflicts.

Proficient in basic computer skills, i.e. Microsoft Word, Excel, Internet usage (e-mail).

Demonstrates proficiency in basic mathematics.

Senior Associate (in addition):

Demonstrated ability to read, interpret, and prepare financial statements. Ability to analyze financial information, recognize trends, and make decisions.

Experience, education, degrees, licenses

Associate: at least 2 years’ experience in comparable position, prefer some post-secondary education.

Senior: B.S. in Accounting or Finance or at least 4 years’ experience in a comparable position.

Previous customer service experience preferred.

Previous transportation experience preferred.

Physical demands

Must be able to work proficiently with computers and other office equipment. Will sits at workstation 90% of time.

Work environment

Work is performed in an office environment.