Summary
Overview
Work History
Education
Skills
Languages
Timeline
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Jose Zavala

Jose Zavala

Salinas

Summary

Experienced Accounts Payable and Accounts Receivable Specialist and Coordinator with 12+ years in the industry. Skilled in maintaining accurate records and handling large amounts of data daily using QuickBooks, JDEdwards, and Baan. Proven track record of streamlining payment and billing procedures, saving time on invoice processing and boosting client collections. Exceptional at task prioritization, working autonomously, and efficiently completing projects.

Overview

13
13
years of professional experience

Work History

Accounts Payable Specialist

LifeLine Financial Group
08.2023 - 05.2025
  • Participate on the financial planning and wealth management for 15 high profile Athletes from the NFL and NBA.
  • Ensured timely payments for all invoices, personal bills and urgent payment requests for all my clients.
  • Reduced invoice processing time with accurate data entry and timely vendor communication.
  • Reached out to vendors to verify information.
  • Maintained compliance with internal controls and external regulations related to accounts payable processes.
  • Strengthened financial operations by conducting bank reconciliations and financial reporting.
  • Recorded clients deposits, reconciled monthly bank accounts and tracked expenses on their credit cards and different bank accounts.
  • Handling very sensitive personal information from all of my clients and their families.
  • Managing all clients bank accounts and investments to ensure monthly cash flows according to their budgets and daily diving expenses.
  • Strong close relationship with clients services department to fulfill all of my clients needs in time.


Accounts Payable/Receivable Specialist

Farmers Resource CO
03.2021 - 04.2023
  • Keeping track, processing and reconciling all financial transactions into QuickBooks, including invoices, statements, refund requisitions, etc. maintaining a 100% rate accuracy in full compliance with internal policies.
  • Responsible of the procurement process for all the requirements from our field operators, management and office needs, I was in charge of creating the PO, sourcing, pricing, purchase and tracking of all the purchases.
  • Audited aged invoices and identified problems and came up with solutions to approve and pay those invoices, the result of this process was a 100% reduction in all our mainly vendors.
  • Responsible for the timely and accurate payment of supplier invoices, maintaining healthy and efficient relationship with our vendors.
  • Managed and reconciled company credit cards accounts for 6 employees on a weekly basis making sure all expenses were made accordingly to our internal policies.
  • Maintained W-9 forms and provided with all the information to our accountant to create and send all the 1099 each year.
  • Created new policies and procedures around AR, cash flow and credit card accounts, reducing average invoice processing time by 40%.
  • Created new customer accounts and carried out associated AR data entry into central data base, consistently beating target for completion and 100% accuracy.
  • Created a new process in Microsoft dynamics 365 for the creation, monitoring and closing of all the work orders for our clients, resulting in a fully automatization that invoiced different departments and reduced the time of response in a 50% compared to our previous process.
  • Coordinated meetings every other week to address new and projects between all the team members and external clients.
  • Decreased the number of outstanding balances by 85% in 3 months.
  • Coordinated, trained and managed our field technicians about the new work order process making them more efficient in their job and resulting in a more accurate data collection for our clients.
  • Coordinated with vendors and customers regarding invoicing, payment plans and billing discrepancies, always maintaining an excellent communication and building a good working relationship.
  • Month end close activities and reporting.

Accounts Payable Coordinator

Ball Corporation
05.2017 - 12.2019
  • Moved all the Vendor Master Data process from Denver, CO to Mexico Office, this process involved the management, creation, and updates for Vendors, Customers and Employees for the 22 production facilities in North America (USA, Canada and Mexico). Large volume of data with very sensitive information was handled daily in a very face-paced environment with a 100% level of accuracy, high attention to detail.
  • Handled very important and sensitive data such as bank information and social security numbers, payment terms, addresses and contact details for Vendors, Employees, Customers and company Boarder Directors, under SOX compliance.
  • Maintained vendor files and acquired IRS tax form W-9 form all applicable vendors, and prepared, created and sent the 1099 IRS tax form for over 750 vendors.
  • Concur and T&E travel expense set up, and payment processing according to internal policies.
  • Daily contact with Cash Disbursement and Contact center department for vendor and client’s problem solving related to payments and updates in general in a fast-paced environment.
  • Kept a strong relationship with all the Accounts payable team processors (40 team members) to help them with the correct processing of invoices, provided with training on how to use the vendor master data that resulted in a reduction of 30% of the time processing per invoice.
  • Worked very closely with Cash disbursement department to identify duplicate payments for vendors, together we found a high volume of duplicated payments, we were able to collect over the 85% of them, we stablish a new process to prevent duplicate payments in the future by modifying vendor master data records and invoice processing training with the processor team.
  • Established new processes to work with different departments such as Sourcing, Accounts Payables, Accounts Receivables, IT, and HR to receive, review and process all type of invoices in an effective way and to be able to prioritize the different daily tasks.
  • I was in charge of interviewing the new personnel for internships and AP processors, i developed lots of skills about the hiring process and choosing the right candidate.
  • Direct leader and responsible for two team members in my area and 3 internships, I effectible conducted the coordination of projects and assigned tasks on a weekly basis making sure the targets were being achieved accordingly to the monthly goals.

Staff Accounting

Construccion Materiales Zavala I
12.2015 - 04.2017
  • Management and entry of incoming payment requests, including invoice processing, filed documentation and making sure having a high level of accuracy, correct coding and proper banking information.
  • Responsible for the timely and accurate payment of suppliers, follow up with enquiries and problem solving.
  • Bank reconciliation every month and providing financial data to our accountant for monthly payment.
  • Developed current work process to improve the efficiency of the department, having financial data up to date for the owner in a timely manner.
  • Managed client collections, stablish strong relationship with them and created a process to follow up with the collections every month, resulting in a 100% billing collection for all of the clients.
  • Working in this small company helped me to improve my skills because I was able to be very detail oriented, organized and efficient with my work.

Accounts Payable - Accounts Receivable

Aernnova Aerospace S.A
08.2012 - 11.2015
  • Processing invoices and credit notes through an integrated ERP system called Baan by ensuring accuracy of the documents according to internal accounting guidelines, working under time pressure and in a fast-paced environment (about 200 suppliers in total and around 400 invoices per week) with emphasis on accuracy and timeliness.
  • Gained lots of experience in working in an international and dynamic environment with different nationalities on a daily basis.
  • Problem resolution with vendors regarding payments, maintaining always a good relationship and giving excellent customer service.
  • Created, and reviewed the monthly payment for all our vendors according to payment terms and cash flow of the company.
  • Monthly Bank reconciliation, making sure all records were correct and always maintaining a high level of accuracy.
  • Participated in month end close activities, monthly and annual inventories, provided with the necessary documentation in every year audit with a 100% of success in every audit we had.
  • Petty cash control and employee expense report management, it was in charge of all the American Express credit cards, making sure the expenses were aligned to our internal policies and maintaining a good control of each expense report.
  • Preparation, integration, creation and sending of daily billing to the customers (1400+ invoices per month).
  • Implemented a new process for the creation of new clients in the system, created a new form and automated it to collect our client information, this reduced processing time, and the information was accurate to enter into the system.
  • I was the first person to stablish a procedure with my manager to collect payments from external clients and intercompany, resulting in a 70% reduction of the aged receivables and collecting millions of dollars from intercompany payments.
  • Weekly and monthly sales and due date collection reports to inform the general director, managements, and different departments about the financial situation, this helped on a higher level for decision making about company operation.
  • Monthly conciliations with all the customers to make sure they received all the invoices and to do a collection labor upfront and have an estimate of the cash flow for the next month.

Education

Business Administration Degree - Business Management

Instituto Tecnologico de Celaya
Celaya, Gto
01.2012

Skills

  • Problem solving
  • Attention to detail
  • Critical Thinking
  • Responsibility
  • Project management
  • Leadership
  • Goal driven
  • Solution of conflicts
  • Highly organized
  • Self-Learner
  • Excellent communication
  • Multitasking
  • Attitude of service
  • Team Work
  • Reliable

Languages

English Fluent
Spanish Fluent

Timeline

Accounts Payable Specialist

LifeLine Financial Group
08.2023 - 05.2025

Accounts Payable/Receivable Specialist

Farmers Resource CO
03.2021 - 04.2023

Accounts Payable Coordinator

Ball Corporation
05.2017 - 12.2019

Staff Accounting

Construccion Materiales Zavala I
12.2015 - 04.2017

Accounts Payable - Accounts Receivable

Aernnova Aerospace S.A
08.2012 - 11.2015

Business Administration Degree - Business Management

Instituto Tecnologico de Celaya

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Jose Zavala