Job Overview
At Premiere Suites, our commitment to an exceptional guest experience extends to our financial operations, where accuracy and efficiency are paramount. The Accounts Receivable/Payable Specialist plays a vital role in ensuring the smooth and timely processing of our revenue and expenses, directly contributing to the company's financial health and growth. Reporting to the Accounting Supervisor, this role is for individuals who are proactive, customer-focused, and eager to leverage technology to drive continuous improvement in a high-volume environment.

Key Responsibilities & Accountabilities

The Accounts Receivable Specialist holds primary accountability for the following areas:

• Accurate & Timely Billing:
• Ensuring the accurate and timely creation and distribution of invoices to corporate customers from our custom CRM system.
• Processing approximately 500 to 1,000 transactions monthly, representing a significant portion of our annual revenue.
• Collaborating proactively with the Sales team to ensure all necessary booking information is on file for seamless billing and quick payment.
• Cash Application & Reconciliation:
• Accurately applying incoming payments (credit card, direct deposits) to customer accounts in QuickBooks Online and our banking platforms.
• Processing credit card payments directly through PayPal.
• Monitoring bank accounts for incoming deposits and ensuring all payments are correctly recorded and reconciled in a timely manner.
• Managing damage deposits, including accurate processing and timely refunds after suite inspections.
• Proactive Collections & Customer Service:
• Initiating timely and professional communication with customers regarding overdue accounts via phone and email.
• Preparing and distributing customer statements as part of the collection process.
• Working closely with the Sales and Guest Services teams to gather comprehensive information and resolve billing inquiries.
• Building and maintaining positive relationships with clients to facilitate prompt payment and resolve issues amicably.
• Dispute Resolution & Issue Escalation:
• Conducting initial investigations into billing discrepancies or disputes, including liaising with Sales to understand original agreements.
• Gathering all necessary preliminary information for unresolved issues and escalating them to the Accounting Supervisor with suggested solutions.
• Process Improvement & Efficiency:
• Continuously seeking opportunities to streamline AR processes, enhance efficiency, and reduce manual effort.
• Actively embracing and leveraging technology within the AR function (e.g., QuickBooks Online, CRM, banking platforms) to improve workflows.
• Collaborating with the Accounting Supervisor and Controller to identify needs for new reports or improvements to existing ones (e.g., enhancing aging report insights).

Key Responsibilities & Accountabilities

The Accounts Payable Specialist holds primary accountability for the following areas:

• Invoice Processing & Accuracy:
• Processing a high volume of vendor invoices (approximately 500 to 2,000 monthly) with accuracy and efficiency in QuickBooks Online.
• Ensuring proper coding, documentation, and approval workflows are followed for all invoices.
• Utilizing Dext for efficient expense and receipt entry and ensuring all expenses are properly supported and coded.
• Reconciling vendor statements to ensure all invoices are accounted for.
• Payment Preparation & Communication:
• Preparing payment proposals for review and approval by the Accounting Supervisor and/or Controller, ensuring timely payments to vendors.
• Communicating effectively with vendors regarding payment status, invoice discrepancies, and other inquiries.
• Maintaining accurate vendor records in QuickBooks Online.
• Expense Report Management:
• Reviewing employee expense reports and credit card transactions submitted through Dext for accuracy, adherence to company policy, and proper coding.
• Ensuring all expense reports have appropriate approvals from the employee's manager.
• Publishing approved expense reports to QuickBooks Online for automatic entry.
• Proactive Cost Savings & Efficiency:
• Proactively identifying opportunities for cost savings and process improvements within the AP function.
• Analyzing vendor pricing and suggesting alternative vendors or negotiating better terms where appropriate.
• Streamlining AP workflows to reduce manual effort and improve efficiency.
• System Utilization & Reconciliation:
• Proficiently utilizing QuickBooks Online, Dext, our banking platform, and potentially the CRM system for expense rebilling.
• Reconciling bank statements related to accounts payable transactions.
• Contributing to the evaluation and implementation of a synchronization platform between QuickBooks Online and our banking platform to enable electronic payments.
• Internal Collaboration:
• Working closely with Operations, Guest Services, and the Leasing team to resolve invoice discrepancies and gather necessary information.

Required Skills & Qualifications

• Experience: Previous experience in an similar accounting support role, ideally with exposure to high-volume transaction processing.
• Technical Proficiency:
• Strong working knowledge of QuickBooks Online is essential.
• Experience with expense management systems (e.g., Dext).
• Familiarity with CRM systems for expense rebilling is an asset.
• Solid Excel skills for data analysis and reconciliation.
• Attention to Detail: Meticulous attention to detail and a high degree of accuracy in all invoice processing and payment preparation activities.
• Problem-Solving: Proven ability to investigate invoice discrepancies, identify root causes, and propose solutions.
• Proactive & Analytical: A proactive approach to identifying potential issues, seeking out cost savings, and suggesting process improvements.
• Communication: Excellent verbal and written communication skills for interacting with vendors and internal departments.
• Organizational Skills: Strong organizational skills and the ability to manage a high volume of transactions efficiently.
• Team Player: Ability to work collaboratively within the finance team and cross-functionally with other departments.
• Organizational Alignment: Aligns with Premiere Suites' values of integrity, ethics, driving efficiency, and teamwork, and is dedicated to delivering an exceptional guest experience.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: $45,000.00-$50,000.00 per year

Expected hours: 37.5 per week

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Vision care
• Wellness program
• Work from home

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Work Location: Remote