Accounts Payable/Receivable Specialist

Role Overview

Reporting to the Accounting Supervisor, the Accounts Payable/Receivable Specialist is responsible for managing the entire accounts payable process, ensuring timely and accurate payment of invoices, and maintaining financial records. Their duties include invoice processing, reconciliation, vendor management, and compliance with company policies and financial regulations. The Accounts Payable/Receivable Specialist  is responsible for converting approved sales quotes into orders, ensuring accuracy and compliance with company policies. They maintain organized AR records, assist with internal controls, and enforce policy compliance.

Initially, this role will be performed full-time in-office, with the option to transition to a hybrid model (2-3 days in the office) after a set period.

A Closer Look At What You Will Do

Accounts Payable – 80%

• Review and verify invoices for accuracy, proper approvals, and supporting documentation; match with POs and delivery receipts, and apply correct GL codes and cost centers.
• Enter and process invoices and employee expense reimbursements in the ERP system, ensuring compliance with company policies.
• Manage timely payments via checks, ACH, wire transfers, or electronic methods in alignment with payment schedules and vendor terms.
• Maintain accurate vendor records, including tax and banking information, and ensure account details are current.
• Respond to vendor inquiries, resolve payment discrepancies, and reconcile statements to keep accounts up to date.
• Build strong relationships with vendors and internal teams to support efficient and timely payment processing.
• Reconcile AP transactions with general ledger accounts and investigate discrepancies or outstanding balances.
• Prepare and analyze aging reports to monitor unpaid invoices and support payment follow-ups.
• Assist with month-end and year-end closing by ensuring all invoices and payments are accurately recorded.
• Ensure compliance with company policies, tax regulations, and financial reporting standards while supporting internal controls to prevent fraud.
• Maintain organized financial records and assist with audits, reporting, and regulatory filings.
• Identify and implement process improvements and automation opportunities in accounts payable workflows.
• Collaborate with IT and finance teams to maintain accounting systems and develop SOPs for AP best practices.

Accounts Receivable- 20%

• Convert approved sales quotes into sales orders by verifying critical order information such as pricing, PO numbers, and account status.
• Ensure completeness and accuracy of required documentation before order entry, in alignment with company policies and procedures.
• Maintain organized and up-to-date records of all AR transactions, including invoices, order confirmations, client communications, and approvals.
• Assist with compliance by following internal control procedures and maintaining consistent documentation standards across all AR processes.
• Help monitor and enforce policy compliance related to customer billing, order entry, and payment processing.
• Prepare and process accurate customer invoices based on contracts or purchase orders, ensuring all details comply with financial and client requirements.
• Coordinate approvals with sales, submit through customer-specified platforms, and ensure timely delivery in line with company policies.
• Work closely with the shipping department to generate release orders based on the distribution list provided

Your Skills and Experience

• 5+ years of full-cycle accounts payable and accounts receivable experience.
• Post-Secondary education in Accounting or Business Administration
• Experience working in a manufacturing-focused environment, with a strong understanding of industry-specific financial processes.
• Experience working with an ERP system
• Advanced proficiency in Microsoft Excel and Word.
• Skilled in identifying, investigating, and resolving discrepancies related to vendor invoices, payments, and customer accounts.
• Exceptional attention to detail and commitment to accuracy in all financial tasks.
• Excellent interpersonal and communication skills, with the ability to build strong relationships, collaborate effectively with diverse teams, and clearly convey information to all levels.
• Reliable, dedicated, and positive team-oriented attitude with a strong commitment to achieving team goals.
• Excellent time management and organizational skills to efficiently manage workloads, prioritize tasks, and meet deadlines.
• Strong analytical thinking and problem-solving skills, with the ability to assess situations, identify key issues, and develop effective solutions to drive positive outcomes.
• Ability to thrive in a fast-paced environment with tight deadlines, with flexibility in work hours as needed.
• Demonstrates behaviors that align with HDC’s core values, fostering a positive work culture through integrity, respect, and accountability.