Project Manager/AR-AP Specialist, Eurofins Environment Testing Air Toxics, Folsom, CA

The Project Manager / AR-AP Specialist is a dual-function role focused on both project coordination and transactional accounting, ensuring seamless client and financial operations. This role is responsible for overseeing all aspects of client projects throughout the laboratory lifecycle, including project setup, ongoing maintenance, login review, issue management, reporting, invoicing, media orders, and coordinating work-share facilities. Acting as the main point of contact, the Project Manager ensures that client needs are met accurately and promptly, while also facilitating efficient communication with internal teams to address and resolve any analytical or logistical issues. On the financial side, this role includes strategic oversight of accounts receivable and payable, emphasizing strong internal controls, adherence to financial compliance standards, and supporting the company’s financial goals through strategic decision-making.
The Project Manager / AR-AP Specialist collaborates closely with the finance team to align product and service costs and applies market analyses to understand customer needs, set volume potential, and establish competitive pricing structures and discount rates. This role requires a proactive, detail-oriented individual with the ability to seamlessly manage both client projects and financial responsibilities, contributing to the overall operational efficiency and financial health of the organization. This role requires substantial independent judgment in managing collection strategies, nurturing vendor relationships, and enforcing financial controls. By fostering client relationships and working closely with cross-functional teams-including Sales and Project Management – the position actively contributes to efficient billing, collections, reconciliations, and the ongoing enhancement of financial processes, supporting the mission and growth of the laboratory.

Essential Duties and Responsibilities:

Project Management:

• Manage projects from initiation through execution and evaluation.
• Manage purchase orders, task orders, contracts, and change order requests.
• Create media orders and schedule couriers or field samplers as required.
• Respond to client inquiries professionally, addressing technical questions and escalating issues when necessary.
• Maintain accurate account information, contact logs, and project profiles in the Client Service Module of ATLAS and relay key project information to the lab.
• Review sample log-ins, address any issues directly with the client, and update them on discrepancies.
• Review invoices and ensure all necessary client information (purchase order, project number, etc.) is recorded in LIMS for accurate invoicing.
• Manager area-specific responsibilities (e.g., air, regulations), submit client complaints, and participate in corrective action processes.
• Communicate client complaints to sales and support follow-ups on quotes and bids.
• Coordinate QAPP reviews with operations, QA, and subcontract labs as necessary.
• Initiate technical support for specific requests, method development, and reviews.
• Generate, review, and approve quotes, ensuring alignment with client requirements, lab capabilities, and certifications.

AR-AP Specialist

• Accounts Receivable
• Independently lead and manage business-to-business collections, overseeing efforts for customers with overdue balances to ensure effective credit risk mitigation.
• Document and submit detailed collection notes weekly, tracking all activities in Excel.
• Manage submission of credit memos, customer, and revenue files weekly.
• Perform comprehensive weekly and monthly revenue reconciliations between internal LIMS and corporate systems.
• Oversee daily and weekly financial hold processes, exercising discretion to release or continue holds based on account status and payment history.
• Reconcile unapplied credits and payments weekly, preparing client refund requests and bad debt forms as needed.
• Ensure prompt responses to internal and corporate requests to support accurate monthly, quarterly, and year-end reporting.
• Troubleshoot invoice upload errors and reconcile daily invoice batches.
• Lead weekly meetings with Project Management and Sales teams to address collection issues, aging reports, and establish actionable solutions.
• Submit and manage invoices for eProcurement clients via designated portals, maintaining accurate records for tracking and reconciliation.
• Resolve invoice discrepancies and assist with client payment issues while maintaining updated eProcurement records.
• Serve as a backup for contract review processes, ensuring alignment with company policies.

Accounts Payable

• Oversee coding of AP invoices and place purchase orders (e.g., for Costco, Office Depot).
• Ensure timely and accurate submission of weekly AP files and maintain a month-end checklist for monthly billed vendors.
• Prepare and submit monthly accounting accruals and vendor account reconciliations (e.g., hazardous waste, service agreements, etc.).
• Develop a solid understanding of vendor portals and report creations (e.g., FedEx, Office Depot, and others).
• Reconcile invoices and resolve billing or payment issues with vendors, maintaining adherence to company policy.
• Maintain and improve internal controls for Accounts Payable (AP), ensuring timely requisitions and vendor payments through COUPA.
• Assist in developing and implementing new procedures to enhance department workflows.
• Manage and maintain the company’s fixed asset tracking, ensuring consistent alignment with corporate tracking system.

Additional Responsibilities

• Respond to financial audit inquiries and prepare necessary reports.
• Coordinate and manage company events.
• Handle facility requests and schedule appointments.