Operations Accounting Specialist

Job Overview

The Operations Accounting Specialist role entails complete accountability for tasks across various accounting functions, customer service, project accounts payable management, and handling internal projects and proposals. Key responsibilities include entering non-revenue generating projects, managing accounts payable, and overseeing Concur processes. This position requires a combination of technical expertise, organizational skills, and collaborative abilities to support the financial management of projects effectively.

Job Functions

• Oversee accounts payable functions to optimize working capital for the division, including seeking savings, mitigating risks through leveraging early payment discounts with vendors, and coordinating freight logistics.
• Match invoices with purchase orders, ensuring alignment with project budgets and approval processes.
• Receive, review, and process invoices related to project expenses promptly and accurately.
• Clear the rejected invoice queue daily and collaborate with vendors and PMs to resolve any invoice rejections promptly.
• Ensure all project invoices have a PO referenced before entry into D365, excluding small freight invoices.
• Research and work with procurement and PMs to request purchase requisitions (PRs) for invoices lacking POs.
• Regularly check the pending invoice queue to ensure all invoices are submitted to the workflow promptly.
• Assign accurate coding to expenses in accordance with project budgets and accounting standards, and reconcile accounts payable transactions, identifying and resolving discrepancies in a timely manner.
• Serve as a Concur system expert, managing assignments within the platform efficiently.
• Handle inquiries and statements from vendors promptly and professionally, fostering positive relationships, and providing assistance with questions or problems related to orders they have received.
• Ensure purchase requisitions and purchase orders are correctly applied to the appropriate categories, acting as a liaison for procurement activities.
• Input new proposals into D365, including setting up budgets, forecasts, and cost transfers, and reviewing proposal projects to determine their status and take appropriate action.
• Communicate effectively with project managers, project accountants, and field application engineers regarding the status of purchase orders, payables, and project expenditures.
• Manage the team's shared inboxes, encompassing tasks such as distributing incoming invoices and credit memos. This includes processing items through Dooap and directly within D365.
• Identify and resolve project accounts payable issues independently, demonstrating strong problem-solving skills.
• Maintain electronic files for all accounts payable transactions in accordance with standard procedures, including documentation management for audit and reference purposes.
• Communicate effectively with other Bastian Solutions business units to ensure smooth cross-functional operations.
• Assist with project execution and sales cycle processes, providing support and coordination as needed.
• Provide support for auditor requirements at year-end, which may involve self-guided research and preparation of necessary documentation.
• Work with management to schedule and prioritize tasks at a macro level, while also demonstrating the ability to prioritize individual tasks independently.
• Ensure compliance with company policies, accounting principles, and regulatory requirements in all processes.

Preferred Skills and Required Qualifications

• Bachelor's degree in accounting or finance recommended, or a minimum of five years of relevant finance experience.
• Strong computer literacy, including proficiency in word processing, spreadsheets, and accounting software, with familiarity in Microsoft AX or D365 advantageous.
• Effective collaboration under deadline situations, adaptable to changing priorities.
• Self-motivated and efficient in autonomous work management to meet deadlines.
• Strong interpersonal skills, fostering positive and respectful communication.
• Excellent written and verbal communication skills, with strong organizational abilities.
• Understanding of principles and J-Sox compliance.
• Willingness to travel for training purposes as required.

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About Bastian Solutions

Bastian Solutions, a Toyota Advanced Logistics company, is an independent material handling and robotics system integrator providing automated solutions for distribution, manufacturing, and order fulfillment centers around the world. Our team specializes in consulting, system design, project management, maintenance, and installation, while sourcing the best equipment and automation technology. We take great pride in providing exceptional service and flexibility to our customers.

In addition to exciting work at a growing company, we offer the following benefits:

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation/Holiday Pay
• Tuition Reimbursement
• Flexible Work Schedules
• Volunteer Work
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Bastian Solutions does not work outside recruiting agencies. No solicitation phone calls please.