Accounts Receivable Specialist III

Accounts Receivable Specialist III

The Accounts Receivable Specialist III is a senior-level individual contributor responsible for the accurate and timely processing of the company's accounts receivable, including customer invoicing, cash application, collections, account reconciliation, and aging analysis. This position owns the most complex, high-volume, and escalated customer accounts and serves as a subject matter resource within the accounts receivable function.

The Accounts Receivable Specialist III works closely with the AP/AR Manager, the Finance and Accounting team, internal departments, and customers to maintain accurate customer accounts, resolve discrepancies, reduce past-due balances, improve processes, and support the overall financial health of the organization.

Key Responsibilities include but are not limited to:

Invoice and Credit Distribution

• Distribute customer invoices and credit memos issued by the Billing and Returns team, ensuring they are delivered to the correct billing contacts accurately and in a timely manner.
• Email invoices and credits to customers on a daily basis.
• Confirm successful delivery and follow up on bounced emails, portal rejections, outdated billing contacts, and other delivery failures.
• Support customer billing portal submissions and other customer-specific invoicing and documentation requirements.
• Maintain accurate customer billing records, including billing contacts, payment terms, tax exemption documentation, and account information.
• Identify billing errors or missing documentation noted during distribution or collection activity and refer them to the Billing and Returns team for correction.

Cash Application and Account Maintenance

• Apply customer payments accurately and timely, including checks, ACH, wire, and credit card transactions.
• Research and resolve unapplied cash, short payments, over payments, and deductions.
• Reconcile customer accounts and ensure balances are accurately stated.
• Process customer refunds and account adjustments in accordance with established approval procedures.
• Maintain complete and organized documentation to support all account activity.

Collections and Aging Management

• Monitor assigned accounts receivable aging and proactively follow up on past-due balances.
• Contact customers by phone, email, and written correspondence to secure payment and resolve payment obstacles.
• Own escalated, complex, and high-exposure collection accounts and drive them to resolution.
• Negotiate payment arrangements within established authority levels and monitor adherence to agreed terms.
• Identify collection risks, recommend credit holds, and escalation accounts for further action when appropriate.
• Document all collection activity, customer commitments, and account notes accurately and consistently.
• Support the placement of accounts with third-party collection agencies and the write-off process as directed.

Reporting, Reconciliation, and Month-End Close

• Prepare and distribute accounts receivable aging and collections activity.
• Provide supporting schedules and documentation for month-end close and financial audits.
• Analyze aging trends, DSO, and bad debt exposure and communicate findings to the AP/AR Manager.
• Assist with allowance for doubtful accounts analysis and related supporting documentation.

Customer Service and Cross-Functional Support

• Serve as a primary point of contact for customer billing and payment inquiries.
• Research and resolve billing discrepancies, disputes, and short-pay issues in a timely and professional manner.
• Collaborate with Sales, Operations, Purchasing, Shipping, Service, and Customer Service to resolve order, shipment, and billing issues affecting collection.
• Support new customer set up, credit applications, credit references, and credit limit…