AP / AR Associate

Accounts Payable Duties

Payment for vendors’ invoice
?       Collect and print out invoices, as received
?       Make sure every invoices is approved by department managers

o   For UPS, FedEx, InXpress have approval  from the shipper for each shipment

?       Invoice Data entry on SBO to issue A/P invoices for every invoices
?       Download the date from SBO and select date to issue checks
?       Submit printed checks along with all the paper works to managers for their signature on the checks
?       Send approved checks’ information to the bank
?       Make sure the mailing information is correct and mail checks in envelopes with the invoice
information 
Process travel reports and other expense application
?       Collect all a copy of all the receipts along with reports and applications
?       Make sure every report and application is approved by managers with a copy of all the receipts
?       Make sure all the numbers matches to the receipts and expense calculation
 Data entry on SBO to issue A/P invoices for every travel reports and other expense application
?       Download the date from SBO and select date to issue checks
?       Submit printed checks along with all the paper works to managers for their signature on the checks
?       Send approved checks’ information to the bank
?       Distribute the approved checks to employees
Manage employees’ account balance and visa card spending
?       Make sure to receive travel reports before issuing checks cash in advance request

o   Only one pending report are acceptable on an account

?       Check every corporate visa card transaction and collect a copy of the receipts
Make sure every receipt is submitted with approved application.
Reporting
?       Monthly Temporary labor’s expense report
?       Monthly freight report.
?       Monthly GL code report for corporate visa card account

Daily basis
Reception
-Answer office phone. Transfer calls to appropriate extensions, page if necessary and take
messages
-Greet visitors
-Call taxis
-Pick up/Distribute mail
-Make car rental reservations
-Refill breakroom supplies
-Maintain/ Refill coffee machine

• Send and receive emails.
  -Daily upkeep of wall dispensers. (Hand sanitizer, air freshener, Napkins)    
  -Distribute office supplies to employees.

Non-daily basis
-Travel arrangement including hotel reservations.
-Update and email JA schedule on a weekly basis.
-Order, store and distribute office supplies, and occasionally purchase items at store
-Order and store kitchen supplies
-Order supplies for cleaning stuff
-Keep inventory of break room and office supplies.
-Distribute travel itineraries and plane tickets from JTB to employees
-Maintain water dispenser service (3 water dispensers) and be primary contact for the service
-Assist departments
-Assist customer service with the inputting of warranties
-Assist with payroll/ send temp’s hours to staffing agencies.

• Send out birthday cards
• Send/ create memos.
• Assist in any marketing assignment.
• Assist in any HR assignment.
  -send out DHL/UPS documents.