Accounts Receivable Specialist

Job Title:

Accounts Receivable Specialist

Job Description

The Accounts Receivable Specialist provides comprehensive financial, administrative, and clerical support to ensure timely and accurate receipt of payments, proper recording of transactions, and effective resolution of discrepancies in line with company policies. This role focuses heavily on accounts receivable and collections activities, often performed manually, and involves independent decision-making for large, critical customer accounts with daily transaction volumes that can reach $1M.

You will manage complex account structures, maintain rigorous follow-up schedules, and operate across multiple ERP systems while collaborating closely with internal teams and external customers.

Responsibilities

+ Monitor and manage accounts receivable aging reports to ensure timely collection and accurate tracking of outstanding balances.

+ Serve as the primary contact for assigned accounts, building strong relationships with customers, vendors, and internal teams to support smooth payment processes.

+ Maintain and update contact databases, process documentation, and account records to keep information current and reliable.

+ Navigate company portals and update complex Microsoft Excel reports, including using advanced functions to analyze and present data.

+ Post payments accurately, reconcile customer ledgers, and resolve discrepancies in a timely manner to maintain clean and reliable financial records.

+ Communicate proactively with customers to collect payments, resolve past-due balances, and manage payment plans, coordinating with collections agencies when necessary.

+ Support internal teams by responding to customer inquiries professionally and providing clear, accurate information regarding account status and payment history.

+ Generate financial reports to support management decision-making and assist with audits by providing documentation and detailed account information.

+ Maintain accurate customer data within multiple ERP systems, ensuring consistency across different organizations and platforms.

+ Identify process inefficiencies within accounts receivable and collections workflows and recommend improvements to enhance accuracy, speed, and customer experience.

+ Perform additional tasks and projects as assigned, adapting to shifting priorities across the various organizations supported by the shared services team.

+ Process 40-60 accounts receivable and collections notes daily, dedicating approximately 5-6 hours per day to detailed AR and collections work.

+ Balance AR and collections activities with 2-3 hours per day of email communication, processing tasks, and other administrative responsibilities.

+ Operate effectively across separate ERP systems, processes, and priorities for multiple supported organizations, demonstrating flexibility and strong organizational skills.

Essential Skills

+ Minimum of 3+ years of accounts receivable, collections, or accounting experience in a large revenue, high-volume customer environment.

+ Proven experience in collections, including handling 60-80 daily collection activities alongside other accounts receivable and customer service responsibilities.

+ Strong critical thinking and independent decision-making skills specifically in collections and accounts receivable situations.

+ High School Diploma or GED required.

+ Proficiency in Microsoft Excel, including demonstrated ability to use VLOOKUP functions and Pivot Tables for reporting and analysis.

+ Proficiency in Microsoft Word for documentation and communication.

+ Technical capability to operate in multiple ERP systems and various supporting platforms.

+ Solid knowledge of general accounting principles and their application to accounts receivable and cash application.

+ Effective verbal, listening, and written communication skills for interacting with customers and internal stakeholders.

+ Strong analytical skills with in-depth organizational and decision-making abilities.

+ High degree of accuracy, attention to detail, and commitment to maintaining confidentiality.

+ Ability and willingness to work hard, accept constructive criticism, and consistently meet critical deadlines in a high-accountability environment.

Additional

Skills & Qualifications

+ Associate's degree or equivalent from a two-year college or technical school preferred, particularly in finance or a related field.

+ Finance-related degree preferred for deeper understanding of accounting and financial processes.

+

Experience with ERP systems such as SAP and Workday, and familiarity with general accounting software..

+ Experience in pharmaceutical, biotechnology, medical technology, or related industries is highly desirable.

+ Experience working within a larger organization is preferred over small-company environments.

+ Ability to flex and assist any of the companies supported by the shared services team as priorities shift.

+ Demonstrated success as a self-starter who can manage workload independently and stay organized in a…