Accounts Payable Project Management

PJ

PATTY JAMES

*****************@*****.*** 210-***-**** Corona, CA 92882

Highly skilled professional with over 22 years of providing administrative support, project management and accounting experience in support of senior-level leaders. Organized and results-oriented achiever who is able to effectively manage multiple priorities within time constraints. Effectively performs under pressure, both independently and in team settings. Key capabilities include: Critical Thinking, Problem Analysis, Solutions Driven, Technology Oriented, Organized, Full Cycle Accounts Payable, Audits, Effective Time Management, Strict Confidentiality Critical Thinking

Supervision and leadership

Attention to Detail

Analytical Thinking

Organization

Finance

Wilson Electric Services Corp DBA Beecroft

Phoenix, AZ

Accounts Payable /Front Office Manager

02/2019 - 02/2024

Ensures company adherence to A/P policies and procedures Daily invoice processing activities as assigned which may include, but are not limited to: processing daily invoices, contacting vendors to resolve issues, working with internal A/P service receivers on processing issues and delays both within and outside of the A/P department, audit vendor accounts, respond to vendor inquiries

Oversee the end-to-end AP and T&E process, ensuring accuracy and adherence to established timelines

Work in collaboration with Finance personnel to ensure vendors are processed according to policy and set-up is maintained Manage full cycle Accounts Payable, including creating Purchase Orders for Material invoices, sending invoices out for approval, matching pack slips/ pick tickets to Invoices

Monitors, review and verify to ensure there are no system issues or backlogs

Review invoices and check requests for accuracy and required approvals Organize and prepare 1500-2000 AP invoices for accuracy by verifying GL Account, Phase, Cost and Category Type before Invoice is entered in system for WESC

Audit invoices entered such as Vendor, Invoice number, Invoice Date, Amount (Discount is captured on how vendor is set up), and once the batch report prints it will reflect the discount amount, Description, payment date, Accounting Date, Purchase Order number if referenced on invoice, job number, Cost and Category Code or if entered against GL Account against batch reports printed or exported before entries are posted in Timberline Sage for Beecroft LLC Enter Accounts Receivable Invoices in Timberline Sage, verify Invoice(s) and Entry such as Customer, Invoice number, Description, Accounting Date, Job number, line - item total, retention, sales tax before batch is posted

Summary

Skills

Experience

Make Entries in Cash Management for transactions reflecting on Bank Statements and code accordingly with Accounting Manager and Business Owners approval, Audit then Post Batch Coordinating payment of invoices with accounting or bookkeeping staff Maintain effective working relationships with all levels of the organization Generate payable reports for senior leadership approval Prepare and process check runs weekly to capture discounts on invoices

Distribute payments to vendors, monitoring discount opportunities and resolving discrepancies in purchase orders, invoices and payments Export positive pay, save accordingly to the shared drive for all checks printed and ACH payments then upload report to our bank for all payments to clear our bank, once confirmed and uploaded – email confirmation to Accounting Manager and Business Owner Researched and solved issues for vendor inquiries in regards to payment status such as payment being made and not received- verifying if it cleared our bank- stop pay- void and reissue and confirming remit to address Requests updated W9's from vendors due to Acquisition from Wilson Electric Services Corporation acquiring Beecroft LLC as of 01/01/2022 Update and maintain accounts payable processing and internal control procedures Interfaced with all levels of Management with Prior Owner Beecroft LLC and New owner Wilson Electric

Processed and entered all Employee hours and jobs worked weekly for 150 Employees

Create Accounts Receivable Invoices for Jobs complete and billed retention to Customers

Enter and Post AR Payments received via ACH or Live check from Customers and file accordingly

Maintain and Set-up new Jobs in System Maintain, update and request Certificate of Insurance from vendors and Customers Assist on completing vehicle titles for transfers to new company for 150 vehicles

Update vehicle spreadsheet with new license plate information and prep documentation such as company vehicle insurance, copy of registration title for vehicle files and to put in vehicle

Prepare accounts for auditors and participate in audit process Maintain and update AR Recap for all Jobs open and closed, add change orders and invoices billed and paid to date accordingly Maintain and contact all vendors due to Business Acquisition forms to update company information

Complete all Credit Application for vendors and have Accounting Manager review and sign- then email completed application to vendors Create new Employee files and follow-up with Employee for all other documentation that needs to be completed

Processed monthly Use and Bulk Fuel for the State of Arizona and Quarterly Refunds from the IRS

Update and maintain employee PTO spreadsheet weekly and Employee Calendar Book for Superintendent

Reconcile Bank Statements Monthly for Beecroft LLC and work closely with Business Owner for transactions reflected on statement that's not posted in the system

Continuously take on additional responsibilities as instructed from both Companies Maintain, Audit, Prepare, Print, Submit 1099/1096 at Year End Assisted/ Backup to Accounts Receivable and Front Desk duties when out of office Continuously take on additional responsibilities as instructed from both Wilson Electric and Beecroft LLC

Brace Integrated Services/ Schertz, TX

Accounts Payable Manager

11/2014 - 11/2018

Establish processes to ensure operational excellence in the AP function Act as a liaison with department management, department staff, IT, plant personnel and A/P service providers to help eliminate A/P processing pinch points and processing delays

Develop metrics and targets to measure the team's contribution to financial goals

Support the standup and standardization of global purchase to pay processes, including new system or tool implementation Recommend new process solutions or process improvement ideas Coordinate and schedule weekly AP staff meetings to go over general tasks

& updates for the Accounts Payable department

Continuously improve the AP and T&E functions, leveraging existing processes and implementing new ones to achieve operational excellence Monitor vendor accounts to ensure payments are up to date Support and coordinate the implementation of procurement and accounts payable systems and automation

Enter and review payables, including calculating allocations and processing bulk check requests

Provide supporting documentation for annual audits Reviewing purchase orders and invoices for accuracy and completeness Lead strategic projects that align with the finance and accounting team's annual objectives

Monitors AP Staff workload to keep documents flowing and to ensure team members work is equally distributed

This includes preparing the daily metrics

Build a strategic roadmap for the AP teams to optimize existing processes and drive efficiencies

Manage the vendor on-boarding process and partner with internal stakeholders, such as procurement, HR and legal to ensure new or existing vendor attributes are set up effectively and efficiently Identify opportunities for improvement and drive changes in the areas of accounts payable, vendor management, and expense reporting Coordinate with Finance personnel and outsourced accounting service providers for the day-to-day accounts payable operations, identify root cause for the AP related issues and corrective actions Manage the AP and T&E functions and provide guidance and mentorship to team members

Audit and post batches from Accounts Payable team for invoice entries due to segregation of duties

Update daily Cash Disbursement log from Accounting Director and post manual payments in systems for sales tax invoices

Handle the monthly review and follow up of all outstanding (un-cashed) AP checks

Collaborate with internal partners and vendors to streamline vendor setup, invoice processing, and payment workflows

Assists in performance reviews for Accounts Payable Specialists Responsible for cross training of A/P staff and temps Assist to hire, on-board, train and mentor new hires to create and maintain an engaged and high performing team

Prepared full cycle Accounts Payable invoices and expense reports and ensured items were assigned to the appropriate general ledger accounts/codes for budgeting purpose when AP is out of office Maintain and Monitor RNI (Receivers not invoiced report) and worked closely with Purchasing and Receiving department

Oversees corporate fuel card program for all users accessing the US Bank system, Clear fuel card payments and attaches receipts Maintain and update Vendor Master File, set up all new vendors, verify 1099 information and enter accordingly

Create Recurring Payment Schedules for rental lease agreements, vehicle leases, devices for employees, utility vendors for all divisions, Schertz, UA Houston, Sutton MA, Corpus Christi, and Arizona

Assists in 1099 supplier review and processing filings Audit, Prepare, Print, Submit 1099/1096 at Year End Manage company credit card transactions, export data download, code, email for approval process and pay.

Volcano Corporation / Del Mar, CA

Accounts Payable Lead

08/2010 - 09/2014

Developed, implemented and maintained new A/P systems, procedures, internal control and policies to ensure sox compliance Processed invoices and expense reports and ensured items were assigned to the appropriate general ledger account for budgeting purposes Manage all invoices thru AP inbox and USPS and distribute invoices to accounts payable clerk

Scan and Email non po invoices to project managers listed on signature matrix per division

Accurately processes over 6,000 plus invoices and 500 plus expense reports per month

Reconcile vendor statements and requests for invoices reflected on statements that have not been received and entered and accrue invoice Respond to all internal and external emails

Download Freight vendor report from website (UPS and Fedex) export, save and email all division project managers to approve then enter in System

Audit all incoming invoices from the AP email inbox (verify company name, PO numbers, Job numbers and non po invoices) Open, date stamp all incoming mail received from USPS Scan and save each invoice received to the shared drive and save to appropriate accounts payable folder

Distribute/ email all service invoices to appropriate Project Manager for approval and match all material invoices to purchase order and pack-slips/ pick tickets

Export RNI (Receivers not invoiced report) and work closely with Purchasing Manager to confirm why Po is received and Invoice is not entered against it, write off all entries to clear receiver if paid by credit card or items have been returned or have not been received Research and resolve all open receivers, obtain approval and file for audit purposes

Download and export all credit cards transactions monthly, code and email Project Managers for approval, request receipts and enter in system then process payment on due date

Assisted Accounts payable team on processes for each task given and answer all questions pertaining to invoices and expense reports being processed or system errors

Attended daily meetings for ERP system implementation and train accounts payable employees and answer all questions from AP staff pertaining to implementation

Validated invoices and disbursements request for proper authorization and SOX compliance

Reconcile vendor statements monthly and request for invoices not received and accrue if received within that accounting period Provide and download AP Cash Requirement weekly to Accounting Director

Processed weekly vendor AP check runs, make check copies, file, stamp then mail check

Update W9 forms received from vendors, Scan to share drive and file in vendor files

Audit, prepare 1099 reports and work with Business Owner and Accounting Manager for review and approval, then Print and Submit 1099's at Year End or submit electronically

Scan and save each report to the shared drive by year and file accordingly Worked Collaboratively in a team environment to ensure the department goals were met.

Palomar College San Marcos, CA

MBA in Accounting And Finance

06/2008

Beaverton Junior/Senior High School Beaverton, MI High School Diploma

05/2001

Education and Training

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