BUSINESS Challenges of a Family Business the company had not succeeded with this format and ultimately decided to create several separate positions. Gee, what a surprise! The point here is to be realistic in your job descriptions and expectations. Don’t create a position that only Superman’s brother can successfully handle. Follow- ing is an outline that I created which will hopefully help. JOB DESCRIPTION Accounts Receivables/Payables (A/P – A/R Coordinator) 8-27-2020 OVERALL ROLE AND RESPONSIBILITY Reporting to El Jeffe, the Accounts Re- ceivable/Payables Coordinator’s (A/P- A/R) primary role is to optimize the company’s cash flow by engaging in prescribed activities that are ultimate- ly intended to efficiently and effectively invoice and collect monies owed to the company and also to process and pay the company’s legitimate bills to sup- pliers and service providers, in a timely manner. “Coordinator” is a good fallback title because nobody actually knows what it means. SPECIFIC ROLES, DUTIES AND RESPONSIBILITIES The A/P-A/R Coordinator will (in accor- dance with company’s prevailing policies, procedures, guidelines and best practices) provide and deliver the following services separately and/or in combination: INVOICING: Receive, validate, price and promptly record, intended to encourage and enable customers to process the company’s invoices for payment in a timely manner. BILLING: Engage in such activities as generation, processing and distributing/sending invoices to customers. ACCOUNTS RECEIVABLE: Engage in collection activities, and handle and disposition any invoice dis- crepancies or disputes with customers. Receive, record and post payments, and update the accounts receivable file in accounting soſtware. CREDIT: Evaluate/recommend or reject credit accounts for new customers. Set up customers in A/R system. CASH: Prepare daily bank deposit for receipts. Prepare cash receipts forecast. ACCOUNTS PAYABLE: Provide (or update) the company’s credit worthiness information to sup- pliers or vendors. Set up new suppliers/ vendors in A/P system. Receive and record invoices from suppliers or ser- vice providers. Verify/validate invoices received for accuracy and appropri- ateness. Handle and disposition any discrepancies with suppliers or pro- viders. Prepare check requests (possi- bly vouchers) for payment of due open invoices. Update the accounts payable file in accounting soſtware. Prepare cash required estimates to pay upcom- ing bills. log and enter invoice data for completed work orders (includes progress payments or recurring fees) from technicians. These activities are 18 KEYNOTES SEPTEMBER 2020 REPORTS Create, run and provide various A/R, A/P, invoicing, billing and cash reports as scheduled or on demand. MISCELLANEOUS Provide and deliver a variety of unspeci- fied ancillary or support activities that may be required ongoing or periodically. Following is some so-called “boiler plate” verbiage for consideration as a standard page 2 (or back of page 1) of your job descriptions. EXPECTATIONS AND STANDARDS: Employees are expected to perform their designated activities and responsibilities in such a manner as to exhibit, practice and embrace high standards of work- manship and behavior including but not limited to: Professionalism – Engage in conduct, behavior and practices that are consis- tent with both the letter and spirit of the company’s policies and present a highly professional image for our company. Work ethic – Demonstrate a strong work ethic in attitude, attendance, punctuality and productivity. Be positive, self-moti- vated and deliver a fair day’s work. Take the initiative when necessary. Integrity and ethics – Act with integ- rity, honesty and respect for customers, prospects, fellow team members, suppli- ers and management. If in doubt, seek management’s guidance. Teamwork – Recognize that your po- sition is part of a team effort. Cooper- ate with, assist and support your fellow team members willingly and expect the same in return. Aspire to do your part as completely as you can, as oſten as you can. Refrain from passing the buck except where appropriate and/or truly necessary. Good judgment – Use our best practices for guidance, but exercise sound WWW.ALOA.ORG
