Senior Accounts Receivable & Payable Specialist

PRIMARY FUNCTION

This position is responsible for providing pre-sale and post-sale accounting services to clientele who buy and sell at the New York office of Phillips Auctioneers LLC. The position requires close collaboration with internal departments – including Specialist teams, Legal and Finance to ensure accurate financial processing, seamless client experiences and compliance with internal policies and external regulations. Phillips values a workforce with a wide variety of experiences, backgrounds and skills and we encourage you to apply even if you do not meet all of the qualifications.

DUTIES AND RESPONSIBILITIES

• Review consignor contracts for accuracy and incorporate necessary adjustments to process consignor payments in NetSuite and the bank via wire transfer or check


• Processing post auction adjustments in NetSuite for discrepancies and change in payment terms during the pre-settlement process


• Re-running pre settlements for any account adjustment, after sale and cancelled sale changes


• Prioritizing payments in accordance with contractual settlement deadlines and cash flow constraints


• Accurately reviewing that the payment instructions match the contract name while also confirming IBAN/ account number, swift/aba number and verifying verbal confirmation via the shared drive and the deal sheet


• Running reports for available payments and keeping track of follow-up notes with specialists / administrators


• Running reports for wire confirmations and saving settlement statements before end of settlement day


• Liaise with Specialists/ Administrators to manage all aspects of each auction as it relates to AP


• Assist in completing Return to Owner release forms.


• Process cancelled sales/inventory sales


• Email and file invoices post sale


• Revise, re-invoice and create one-off invoices (sales tax adjustments)


• Assist clients with payment inquiries by e-mail and phone daily


• Process and apply payment (including CUP Payments) as received confirming incoming payment matches buyer of record and enter necessary adjustments for shipping charges etc. in NetSuite.


• Resolving third party payments when they occur


• Reconcile credit card payments and incoming wire transfers daily.


• Responsible for researching issues with cash applications including over/under applied cash


• Send collection notices and perform continual collection by e-mail and phone


• Provide sales tax information to clients and collect re-sale certificates when necessary


• Liaise with the Shipping Coordinator for the release of property


• Produce collection status reports for specialist departments


• Process private treaties/exhibitions/after sales

PROFESSIONAL SKILLS AND EXPERIENCE

• 7+ years prior business experience preferably in banking or retail, required


• Excellent interpersonal and communication skills (written and verbal), required


• Working knowledge of and experience with Excel, required


• Strong organizational skills, attention to detail, preferred


• Working knowledge of and experience with NetSuite, required


• Experience with MS Office Suite and Outlook, required

EDUCATION AND TRAINING

• Bachelor’s Degree or equivalent work experience, required


• Bachelor’s degree in finance/ accounting, preferred

PERSONAL ATTRIBUTES

• Excellent interpersonal and communication skills (written and verbal) with the ability to work professionally and responsibly with clients and all areas within the business


• Adept at learning customized computer systems (e.g., NetSuite) and online banking platforms


• Detail-oriented with analytical and problem-solving skills


• Proactive with excellent organizational skills


• High degree of time and resource management skills with the ability to work in a high-volume, deadline-driven environment


• Ability to deal effectively and efficiently with multiple tasks

WORKING CONDITIONS

• Flexibility to work evenings/weekends as necessary as well as auctions or special events.
  


• Working a hybrid schedule.

ADDITIONAL INFORMATION

• The annual salary range for the role is $60,000-$75,000.