Accounts Receivable Representative

Summary

• Hours:
  
  Mon-Fri 7:30am‑1:30pm or Mon‑Thurs 7:30am‑3:30pm (30‑32 hours per week).
• Temporary assignment to cover an associate on medical leave, with potential to become temp to hire.
• In‑person, on‑site position.
• Computer skills required – able to quickly learn and navigate new systems.
• Customer‑service skills required – will contact Vallen customers via email and phone.
• Accounting experience helpful.
• HS diploma or GED required; work experience preferred over degree.
• Will use internal Vallen and client systems to reconcile accounts receivable and payable.
• Will ensure all invoices are paid and enter billing into internal systems.
• Will work with CSRs and credit analysts.
• Will use email daily.
• Will use Excel to create spreadsheets (basic to intermediate skills helpful).
• May be asked to assist with other projects.
• Dress code: casual – jeans and nice shirt.

• Account Receivable Representative – responsible for oversight of customer accounts to ensure invoices are created and payments are received promptly.
• Assist customer accounts on a month‑to‑month basis until no outstanding items remain in the invoicing and collections process.
• Meet with customer finance teams to gather necessary information to set up customer accounts and explain invoicing processes.
• Attend initial planning meetings with customers to define requirements related to data, performance reporting, delivery, freight, packaging, labeling, invoice payment, etc.
• Partner with Vallen IT to develop specs for key interfaces, map data, and assist in testing to ensure reliability for Go‑Live.
• Ascertain customer tax status and submit tax certificate if necessary.
• Attend all implementation project meetings.
• Complete and submit accounting forms.
• Set up appropriate invoicing in SXe.
• Provide Go‑Live and transition support to site operations by conducting follow‑up training and site process review.
• If a customer does not pay within terms, contact their finance team to determine cause and resolve the issue.
• Assist project managers with duties that may affect accounts receivable.
• Assist in setting up account information in the business system, linking the pricing matrix, ordering equipment, devising personnel/shift workflow logistics, identifying processes, and conducting gap analysis with customers.
• Receive data files from customers and, under project leader supervision, ensure all items are identified and cross‑referenced.
• Participate in physical inventory at customer facilities: organize stock, affix bar‑code labels (if required), and count inventory.
• Participate in post‑physical inventory process by reconciling variances with the customer’s file.
• Keep Director of Credit & Collections informed on all AR matters.

• Education requirement: Accredited college degree, equivalent on‑the‑job training, or relevant experience.
• Work Environment & Physical Demands:
  • Reasonable accommodations will be evaluated and may be implemented to enable individuals with disabilities to perform essential functions.
  • The job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
  • Long periods of time working on a computer and performing repetitive key‑boarding activities.
  • Occasional evening and weekend work may be required as job duties demand and may include little to no advanced notice.