Invoicing & Accounts Receivable Specialist

Department: Operations / Finance

Reports To: General Manager

Employment Type: Full-Time

Location: 3975 Industrial Way Ste D, Concord, CA 94520. This role will initially be onsite, with hybrid flexibility open for discussion after the transition period.

Salary Range: $62,000–$70,000 annually, depending on experience and qualifications

For over 50 years, D&D Learning Spaces has partnered with K–16 schools to create learning environments that are functional, engaging, and built around the needs of students and educators. From space planning and product sourcing to project management and installation, our team works together to help schools bring their learning spaces to life.

We are a collaborative, customer-focused team that values quality, attention to detail, accountability, and following through on our commitments. We are looking for an experienced and detail-oriented Invoicing & Accounts Receivable Specialist to join our team and help bring greater consistency, accuracy, and structure to our invoicing and accounts receivable processes.

The Invoicing & Accounts Receivable Specialist is responsible for managing D&D Learning Spaces' customer invoicing and accounts receivable activities, ensuring invoices are accurate, payments are followed up on consistently, and billing issues are investigated and resolved in a timely manner.

This role requires someone who is comfortable working with financial information, digging into discrepancies, and communicating professionally with both customers and internal stakeholders. The ideal candidate doesn't simply process what is in front of them, they ask questions, identify inconsistencies, prioritize what needs attention, and follow issues through to resolution.

This position will initially focus on invoicing and accounts receivable, with the opportunity to take on broader operational and financial responsibilities over time based on performance, business needs, and organizational growth.

Customer Invoicing

• Prepare, review, and issue accurate customer invoices in Quick Books.
• Review invoice information and supporting documentation to ensure accuracy and completeness before invoices are sent.
• Confirm that applicable changes, adjustments, credits, and other updates are accurately reflected in customer invoices.
• Coordinate with internal teams to verify billable items, project details, changes, and other information needed to complete invoicing.
• Identify missing or inconsistent information and follow up with the appropriate team members before processing invoices.
• Send invoices and applicable supporting documentation to the appropriate customer Accounts Payable contacts.
• Maintain accurate and organized records of issued invoices and supporting documentation.
• Respond to customer questions regarding invoices and coordinate internally to resolve billing discrepancies.
• Support timely invoicing and follow up on completed work that has not yet been billed.

Accounts Receivable

• Run and regularly review Accounts Receivable Aging reports to identify outstanding and past-due balances.
• Proactively contact customer Accounts Payable departments regarding outstanding invoices and payment status.
• Maintain professional and persistent follow-up with customers until payment status or next steps are confirmed.
• Prioritize collection efforts based on factors such as invoice age, dollar amount, customer circumstances, and business impact.
• Maintain clear and accurate documentation of customer communication, collection activity, payment commitments, and follow-up requirements.
• Investigate discrepancies involving invoices, customer payments, credits, and outstanding balances.
• Coordinate with internal stakeholders to resolve billing and payment issues.
• Escalate significant or unresolved AR issues appropriately and communicate recommended next steps.
• Provide regular updates regarding outstanding receivables, collection activity, and issues requiring attention.
• Apply bookkeeping and accounting principles when reviewing invoices, payments, credits, account activity, and discrepancies.
• Understand and monitor inventory activity in Quick Books as it relates to invoicing, including how inventory transactions impact customer invoices, cost of goods, and related accounting records.
• Identify and investigate inventory-related discrepancies that may impact invoicing or financial accuracy.
• Review financial information for accuracy and investigate discrepancies when…