Accounts Receivable Specialist

Accounts Receivable Specialist

Job Summary

The Accounts Receivable Specialist is responsible for managing customer accounts to ensure timely and accurate invoicing, payment collection, and account reconciliation. This role supports the organization’s financial health by maintaining positive customer relationships, monitoring credit limits, resolving billing disputes, and ensuring customer accounts remain in good financial standing.

Key Responsibilities

• Accounts Receivable Processing & Accuracy
  • Accurately record and code customer invoices in accordance with company policies and accounting standards
• Customer Account & Credit Management
  • Obtain and maintain new customer account information
  • Establish and review credit terms for new and existing customers based on order value and creditworthiness
  • Review customer credit limits on a monthly basis and recommend adjustments as needed
• Invoicing & Billing Accuracy
  • Generate accurate customer invoices based on quantities shipped, including under-runs and over-runs, and agreed purchase order pricing
  • Send invoices to customers in a timely manner
  • Analyze and bill customer-owned inventory as required
• Payment Processing & Collections
  • Receive, record, and apply customer payments in Poly 2000 and Quick Books
  • Send monthly customer statements and past-due reminders
  • Follow up on outstanding invoices and delinquent balances via mail, phone, or other approved communication methods
  • Escalate collection issues to the Controller, Director of Sales, Integrator, or Visionary as needed
  • Recommend delinquent accounts for credit holds, collection agencies, or write-offs
• Reconciliation & Dispute Resolution
  • Reconcile customer balances and resolve billing disputes promptly
  • Ensure timely collection of outstanding customer balances
  • Maintain accurate records of customer account activity
• Reporting & Analysis
  • Generate monthly sales commission reports for sales representatives
  • Obtain and analyze inventory data on a monthly basis
  • Perform ad hoc financial analysis as required
• Manage multiple tasks and meet deadlines in a fast-paced environment
• Documentation & Recordkeeping
  • Maintain complete, accurate, and organized financial and customer account records
  • Ensure compliance with internal controls and documentation standards
• Additional Responsibilities
  • Perform other accounting or administrative tasks as assigned to support department operations

Required Qualifications

• High school diploma or GED equivalent
• Prior experience in accounts receivable, billing, or a related accounting role preferred
• Strong attention to detail and accuracy
• Excellent communication and customer service skills
• Ability to manage sensitive financial information confidentially
• Proficiency with accounting systems and Microsoft Office (Excel preferred)

Preferred Qualifications

• Experience working in a manufacturing or operations-based environment
• Familiarity with Poly 2000, Quick Books, or similar ERP/accounting systems
• Experience with credit management and collections
• Problem-solving skills for identifying and addressing discrepancies in accounts.

Physical Requirements (if required)

Comfortable working in a fast-paced production environment