Kaitlin Miears

• Processes a high volume of vendor invoices (100+ daily) promptly in accordance with company policy to include 3 way matching to purchase order receipts.
• Oversees reports regarding cash flow; ensures correct payments are made in a timely manner.
• Develops guidelines for proper handling and coding of invoices to maintain general ledger expense account and inventory records.
• Analyzes expense reports for accuracy and eligibility for payment.
• Verifies payments before controller’s signature is added by reviewing checks and vouchers.
• Reconciles accounts payable subledger to general ledger in accordance with GAPP standards.
• Oversee monthly accounting close process.
• Ensures employer identification numbers or social security numbers have been collected from all vendors for the payables clerk to prepare and submit 1099s.
• Ensures proper maintenance, filing, and storage of records in case of audits.
• Maintains excellent vendor relationships through consistent communication and monthly reconciliation of vendor statements.
• Interviews prospective employees and chooses the best applicant based on skills, knowledge, and abilities required for the job.
• Trains and oversee employees involved in billing functions.
• Performs other related duties as assigned.

Customer Service Coordinator

• Answering phone calls and all customer questions, concerns or complaints. Provide solutions to ensure customer satisfaction.
• Make product recommendations or services to customers based on their needs and preferences.
• Scheduling and facilitating customer pick up and drop offs.

Bookkeeping

• Enter and monitor all AR and AP transactions in company files to include customer invoicing, review and timely payments of vendor invoices and general ledger reporting.
• Implement collection plans on overdue invoices and maintain a 100% collection rate.
• Prepare monthly feedback for owner meeting on current overall AR/AP status.
• Monthly reconciliation of all transactions.
• Created, maintained and adhered to company budgets for supplies, labor and costs of goods.
• Prepare and submit quarterly sales tax reports to state comptroller.
• Prepare financial reports to include balance sheets, income statements P&Ls and cash flow statements for bank audits and loan requests.
• Processes and audit weekly timecard sheets and payroll.

Production Assistance

• Assist production team and provide support for all order fulfillments.
• Design and follow a production schedule considering costs of goods, labor efficiency, budgets and employee well being.
• Monitor employee productivity and address deficiencies.
• Monitor and maintain inventory of product via spreadsheets and weekly 'walk through' audits.
• Quality control of materials and finished inventory throughout production process.
• Purchasing of production needs to include tools, lumber, steel, paints/stains and other support items within a budget.

Reception

• Answer the telephone, transfer calls, take and deliver accurate messages, following senior living customer service protocol.
• Greet guests who come in the door to tour, visit a resident or complete other business concerns.
• Distribute all resident mail, develop or photocopy documents and forms as requested.

Accounts Receivable

• Accept resident payments, record on cash log and ensure timely and accurate entry onto the resident’s account. Balance cash log with posting journal and send information to corporate office.
• Collect in a timely manner private, Medicaid, and other balances owed to the Company by the residents. Develop and implement collection plans as needed
• Make bank deposits in a timely fashion.

Petty Cash Maintenance

• Distribute funds as needed, obtain receipts, count funds, and maintain real time log of balances.
• Reconcile petty cash log twice monthly

Accounts Payable

• Receive invoices and ensure accuracy of invoice of goods purchased. Code invoices and obtain proper authorization.
• Develop and maintain vendor relationships
• Monthly reconcile of all AP payments and invoices. Follow up with Home Office and Executive Director in monthly AP meetings.

Resident Information

• Collect new resident information as well as all resident changes. Account for Move-In, Move-Out, transfers, and statement of deposit accounts. Collected and entered arrears charges. Send out resident billings. Enter rate changes and verify accuracy of all charges on residents’ account.
• Maintain records and schedules of respite care residents, ensures files are complete according to company standards and state regulations.

Hiring and HR

• Schedule weekly new hire orientations with all candidates.
• Run weekly new hire orientations, ensuring all managers review their orientation material with new hires.
• Process new hire information, terminations, and changes. Computer hours from time and attendance device, audit information, and enter into payroll reporting software.
• Retain employee files according to company standards and state regulations.
• Process and ensure all employees have criminal record clearance or criminal record transfers are filed prior to presence in the community.
• Complete or receive new hire drug tests.
• Audit and maintain employee time cards daily.
• Complete and send payroll to home office 2 twice monthly.

• Generated and distributed invoices to customers, processed payments through accounting software, and documented account updates.
• Maintained strong communication skills with customers.
• Made outbound calls to customers to discuss and resolve account needs.
• Reviewed accounts on monthly basis to assess aging and pursue collection of funds.
• Negotiated payment arrangements with customers to establish timely receipt of payments to include mechanical liens when necessary.
• Prepare and submit monthly customer statements and aging reports to management.
• Reconciled Accounts Receivable subledger to verify payments and resolve variances to general ledger in accordance with GAPP standards.
• Assist with month end closing activities.