Billing/Payables Manager

KNOWLEDGE, SKILLS, AND ABILITIES
Good oral and written communication skills.
Ability to deal professionally, courteously, and efficiently with clients, consultants and partners and to remain calm under stress.
Ability to work OT as required.
Knowledge and experience with use of Microsoft products (i.e. Access, Excel, Word, PowerPoint).
Knowledge of Quickbooks a plus.
Business degree required.


Title: Billing/Payables Manager

Supervisor's Title: Controller

Positions Supervised: Billing/Payables Specialist

GENERAL SUMMARY
Under moderate supervision of the Controller, leads and manages the various billing, payables and cash processing tasks such as weekly customer invoicing, bi-weekly vendor payables processing and payment, weekly cash remittance processing and posting, weekly sales and operational reporting and other finance related tasks as assigned by the Controller.

ESSENTIAL JOB FUNCTIONS
Treasury/Cash Processing:
On a daily basis, researches and keys cash receipts data into the system and verifies by comparison to the bank deposit.
Prepares daily cash deposit for each Company.
On a monthly basis, responsible for settling intercompany loan balances.
On a weekly basis, generate and distribute Net Working Capital/Cash Update to Partners. Note> Send out on Monday mornings for the prior week.

Billing/Credit/Collections:
Lead efforts in interpreting and resolving accounts receivable problems with clients.
Maintain accurate customer files; keeps track of name changes, mergers, address changes, and mailing attentions for all divisions. Relays this information to the appropriate personnel.
Maintains all billing lists and supporting schedules needed for billing hours, fees and expenses.
Upon request, provides special reports reflecting current status of customer accounts (e.g. HealthSouth).
On a daily basis, verify deposits and posts to accounts receivable.
Duplicates, files, and retrieves accounts receivable material as needed.
On a weekly basis, generate and send out weekly client invoices. On a monthly basis, send out account statements for all Vaco Companies.
Assist Controller in monthly reconciliation of revenue accounts.
Coordinates communication and approval of invoices prior to being released.
Initiates processing of credit card payment transactions and serves as the Company's main contact for this process.
Responsible for creating and growing a credit review function.
Responsible for evaluating credit worthiness of existing and potential clients.
Initiates processing of payment history and credit profiles on existing and/or potential new clients using D&B website portal.
Serves as primary lead on collection efforts. On a weekly basis, makes follow-up phone calls on all past dues.
On a weekly basis, produces AR Aging Schedule for all Vaco Companies for distribution to Partners and Investors.

Accounts Payables:
Responsible for entering all vendor invoices in Quickbooks and processing checks for payment.
Responsible for setting up and maintaining vendor account information (i.e. especially recurring payments such as Rents, BCBS, Dell laptops, etc.) and ensuring recurring monthly payments are recorded and paid each month for each Vaco Company.
Responsible for helping to manage vendor relationships and evaluating the costs/benefits of vendor services.
Responsible for ensuring that adequate backup and authorization before processing vendor invoices for payment.
Responsible for ensuring adequate filing system in place to support audit.
Responsible for making process improvements (i.e. consolidated vendors, create approved vendor list, ensure compliance with policies, ensure adequate backup support and authorization, create process for obtaining anchor sign off on vendor invoices prior to payment, etc.).
Financial/Operational Reporting:
Responsible for producing the weekly scorecard and ensuring all supporting schedules are populated in a timely, accurate and efficient manner.
Perform month-end journal entries as assigned by Controller in a timely and accurate manner in accordance with Month-End Close Schedule.

Other:
Assist Controller in implementation of new accounting and finance systems.
Serve as primary contact regarding Microsoft ACCESS support, maintenance and enhancements.
Assist in performing all other accounting and finance department initiatives and responsibilities as assigned by the Controller.
Work with and support Partners and other Vaco departments as needed.
Build and foster a positive Team environment.