The Accounts Receivable Specialist is responsible for the accurate and timely processing of customer invoices, cash receipts, account applications, customer statements, collections, and accounts receivable records.
The position requires strong attention to detail, effective communication skills, the ability to prioritize competing deadlines, and the ability to follow through on outstanding customer balances.
Key Responsibilities
Billing & Invoicing
· Prepare and process customer invoices accurately and in a timely manner.
· Review sales orders, supporting documentation, quantities, pricing, and other billing information before invoices are issued.
· Verify that invoices agree with approved orders and supporting documentation.
· Identify and investigate billing discrepancies before invoices are sent to customers.
· Verify customer billing addresses and other required customer information.
· Research and resolve duplicate, incorrect, or incomplete invoices.
· Process credit memos and billing adjustments in accordance with company procedures.
· Generate special billing reporting based on customer specifications.
· Ensure invoices are submitted through the appropriate customer portals or other required methods.
· Work with internal departments to resolve billing issues that could delay customer payment.
Cash Application
· Accurately post customer payments to accounts receivable.
· Review remittance information and research unapplied cash.
· Investigate short payments, deductions, overpayments, and other payment discrepancies.
· Identify and correct misapplied cash.
· Maintain accurate records of cash receipts and account activity.
Collections & Past-Due Accounts
· Monitor accounts receivable aging and identify past-due accounts requiring follow-up.
· Contact customers by phone and email regarding outstanding balances.
· Follow established collection procedures and maintain consistent follow-up on overdue accounts.
· Obtain payment commitments and document customer communications.
· Investigate reasons for past-due balances, including billing disputes, missing invoices, pricing issues, credits, and payment discrepancies.
· Escalate significantly past-due or high-risk accounts to management as appropriate.
· Maintain accurate and current collection notes and account documentation.
· Monitor aging trends and communicate significant collection concerns to management.
· Assist with efforts to reduce days sales outstanding (DSO) and aged receivables.
Customer Statements & Account Reconciliation
· Maintain accurate customer account balances.
· Prepare and distribute customer statements.
· Review customer statements and investigate discrepancies.
· Research outstanding invoices, credits, payments, and other account activity.
· Identify and resolve customer credit balances and unapplied payments.
· Reconcile customer accounts as needed.
· Assist with month-end accounts receivable reconciliation.
Customer Communication
· Respond professionally and promptly to customer questions regarding invoices, payments, statements, and account balances.
· Communicate with customers regarding past-due balances and payment status.
· Explain invoices, account balances, credits, and payment applications when appropriate.
· Work with customers to identify and resolve billing or payment issues.
· Maintain professional relationships while appropriately addressing overdue balances.
· Escalate unresolved customer issues to the appropriate manager.
General Accounting Support
· Assist with month-end and year-end accounting activities.
· Provide documentation and account information for internal and external audits.
· Maintain organized and accurate AR records.
· Assist with reconciliation and reporting activities.
· Support other accounting functions as needed.
· Perform other duties and special projects as assigned.
Requirements
· Associates degree or equivalent experience.
· Previous accounts receivable, billing, collections, accounting, or related experience preferred.
· Strong attention to detail and accuracy.
· Basic understanding of accounts receivable and accounting principles.
· Comfortable communicating with customers regarding past-due balances.
· Ability to work independently while also working effectively as part of a team.
· Proficiency with Microsoft Excel and other Microsoft Office applications.
Preferred
· 1–3 years of accounts receivable or accounting experience.
· Previous collections experience.
· Experience with accounting or ERP software.
· Experience with customer billing portals.
· Experience with cash application.
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
