Accounts Receivables & Payables Clerk

Our client in the (retail sector - Ice cream) is seeking an energetic individual to fill the Position of Accounts Receivables & Payables Clerk in the retail.

Job Summary:
The AR/AP Clerk is responsible for managing the company’s receivables and payables processes. This includes timely and accurate processing of customer invoices and payments, vendor bills and disbursements, account reconciliations, and maintaining up-to-date financial records. The role supports financial reporting, cash flow management, and ensures compliance with internal controls.

Key Responsibilities

Accounts Receivables (AR):

• Process and reconcile accounts receivable transactions for presell and key accounts.
• Generate and issue customer invoices, monthly statements, and payment reminders.
• Monitor customer accounts to identify overdue balances and initiate appropriate collection actions.
• Collaborate with Sales Managers to resolve payment discrepancies and manage delinquent accounts.
• Provide customer service support for invoice, credit, and account inquiries.
• Generate timely credit notes for returns and pricing adjustments.
• Complete and reconcile contract batches: match invoices to deliveries and report discrepancies.
• Assist with calculating contract driver salaries by verifying batch returns and delivery reports.
• Prepare AR reports weekly for management meetings:

• AR Collection Report
• Post-Dated Cheque Report
• Bounce Cheque Report
• Deliveries, Returns, and Damages Reports

• Maintain and update returns, damages, expiries, and banding reports.
• Reconcile and post Republic Bank deposits.
• Handle Nestlé vending machine collections (Route 16) – invoice creation and deposit matching.
• Manage Tobago deliveries reconciliation and credit processing.

Accounts Payables (AP):

• Process and verify vendor invoices against purchase orders and delivery notes.
• Prepare and process supplier payments in accordance with payment terms.
• Maintain updated vendor account records and perform monthly reconciliations.
• Track and apply credit notes issued by suppliers for returns or overpayments.
• Allocate expenses accurately to relevant cost centers or departments.
• Generate weekly AP aging and payment due reports for cash flow planning.
• Assist with bank reconciliations and ensure all supplier payments are recorded accurately.
• Manage petty cash disbursements and reconciliations with supporting documentation.
• Respond to vendor inquiries and resolve billing/payment issues.
• Support internal controls compliance and assist with external and internal audits.

Administrative & Cross-Functional Support:

• Maintain accurate and organized filing of all AR and AP documentation.
• Assist in the absence of the Sales Coordinator with order processing and customer walk-ins.
• Provide support to the wider finance team as needed in budgeting, cash flow, and reporting.
• Ensure all weekly reports are submitted by Monday for review in Tuesday’s management meeting. 

Skills & Requirements:

• Minimum of 3 years’ experience in a similar AR/AP or accounting role.
• Strong attention to detail and numerical accuracy.
• Proficient in Microsoft Excel and accounting software (QuickBooks, Sage, etc.).
• Good interpersonal and communication skills.
• Ability to meet tight deadlines and work under pressure.
• Strong organizational and time management skills.
• Knowledge of FIFO inventory practices and credit control procedures is an asset.