AP/AR and Billing Specialist
Company Profile
SepsaMedha North America, based in Ballston Spa, NY, designs and manufactures power supplies, converters, and passenger information and onboard systems for rail vehicles. A recognized leader in the industry, our technology is installed in over 30,500 converters and 35,000 onboard systems across trains in more than 30 countries. As part of the global MEDHA Group, we combine engineering excellence with the dedication and talent of our team — our greatest asset and differentiator. In addition to our manufacturing operations, we operate a dedicated Repair and Overhaul Center in Oceanside, NY, supporting transit agencies and OEMs throughout North America.
Position Summary
The AP/AR & Billing Specialist owns the day-to-day transactional integrity of accounts payable, accounts receivable, and customer billing. This role ensures vendor invoices are processed accurately, customers are billed correctly and on time, and cash is applied and tracked with discipline—so the Finance team can close quickly with clean, reliable data. You’ll work closely with Purchasing/Supply Chain, Warehouse, Project Management, Sales, and Service to keep transactions flowing and issues resolved.
This position is a full-time in-office position at our main facility in Ballston Spa, NY.
Responsibilities
Accounts Payable
- Receive, verify, and process vendor invoices
- Match invoices against POs and goods receipts (3-way match) in coordination with Operations
- Route non-PO invoices for approval per policy
- Maintain AP subledger and support upkeep of vendor master data (with Finance Manager oversight)
- Prepare AP aging reports and payment proposals; support timely, accurate payment runs
- Reconcile vendor statements and resolve discrepancies with suppliers and internal stakeholders
Accounts Receivable
- Prepare and issue customer invoices, including: Project milestone billing (based on triggers from Project Management) and Material and service invoices (based on sales orders, shipments, and service reports)
- Maintain AR subledger and support upkeep of customer master data (with Finance leadership and Sales input)
- Apply cash receipts to customer accounts; investigate unapplied cash, short-pays, and discrepancies
- Monitor AR aging and support collections follow-up (emails/calls) under Finance leadership direction
Data Quality & Support to Close
- Ensure routine AP/AR postings are completed accurately before month-end deadlines
- Support account reconciliations related to AP, AR, and receiving-related accruals
- Help clear old items (unmatched receipts, disputed invoices, debit/credit balances)
Vendor & Customer Communication
- Serve as first-line contact for AP/AR inquiries
- Respond to vendor questions on payment status and remittance details
- Respond to customer billing questions and coordinate corrections with Sales and Project Management
- Escalate recurring issues and propose solutions to improve flow and accuracy
Process & ERP Discipline
- Maintain consistent ERP usage for AP/AR and billing workflows
- Identify opportunities to streamline invoice handling, reminders, statements, and approvals
- Document standard procedures for transactional processes (AP, AR, billing)
Required Skills / Knowledge
Education
- Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field preferred (or equivalent experience)
Experience
- 3+ years in AP/AR, billing, or general transactional accounting
- Experience with 3-way match, PO-based invoicing, and working cross-functionally with operations teams
- ERP experience required (SAP or similar strongly preferred)
Skills
- Strong Excel skills and comfort working with large data sets
- High attention to detail, organized documentation habits, and strong follow-through
- Clear, professional communication with vendors, customers, and internal teams
- Ability to manage deadlines, prioritize daily workload, and keep transactions moving during month-end close
- Manufacturing, rail/transit, or project-based billing experience is a plus
- Strong understanding of accounting principles and practices.
- Proficiency in SAP or equivalent ERP systems.
- Team player with a proactive, problem-solving mindset.
Benefits
- Competitive pay
- Health, dental, and vision insurance
- 401(k) with company match on day one
- Paid time off and holidays
Who You Are
You’re a detail-driven finance professional who takes pride in clean, accurate transactions and timely follow-through. You’re comfortable operating in an ERP, coordinating with operations teams on invoice matching, and communicating clearly with vendors and customers to resolve issues quickly. You like building structure—whether that’s keeping master data clean, documenting the “right way” to do AP/AR work, or improving a process so month-end close gets easier every cycle.
Pay: $23.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Disability insurance
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Referral program
- Tuition reimbursement
- Vision insurance
Work Location: In person
