Senior Accounts Receivable Specialist

The Senior Accounts Receivable Specialist is responsible for managing activities related to customer billing, payments, collections, credit administration, and account maintenance. The person in this role ensures accurate invoicing, timely cash collection, strong customer service, and effective collaboration with internal teams to support the overall order-to-cash process.

Reporting Structure: The Senior Accounts Receivable Specialist will report directly to the Supervisor - Credit and Collections.

Primary Responsibilities:

Accounts Receivable and Cash Application

• Apply customer payments received by ACH, wire transfer, check, and credit card to the appropriate invoices and customer accounts
• Process, reconcile, and deposit customer payments using banking platforms, remote deposit tools, and approved payment systems
• Research and resolve unapplied cash, short payments, deductions, payment discrepancies, and account balance issues
• Maintain accurate payment records and support month-end reconciliation activities

Billing, Invoicing, and Customer Account Administration

• Review shipments, billing information, freight charges, tax treatment, and customer requirements to ensure invoices are accurate and issued timely
• Print, email, mail, or electronically submit invoices through customer portals in accordance with customer-specific billing procedures
• Monitor online billing activity, invoice rejections, delayed payments, and unresolved submission issues; coordinate resolution with customers and internal teams
• Maintain billing records and support customer statement preparation and distribution

Progress, Rental, and Retention Billing

• Create, maintain, track, and invoice progress billing schedules, rental billings, and retention billings based on contract terms and project milestones
• Monitor orders approaching billing milestones and ensure timely invoicing, customer communication, and follow-up on open balances
• Coordinate with internal teams to manage order holds, releases, and billing requirements tied to progress billing or outstanding receivables

Customer Account and Sales Tax Administration

• Review, set up, and maintain customer accounts, including billing addresses, email addresses, tax classifications, sales tax codes, and tax-exempt status
• Maintain customer tax exemption certificates and support documentation; process tax exemption requests and sales tax credits
• Update sales tax rates in the ERP system and research sales tax discrepancies on invoices, transactions, and customer accounts
• Resolve returned mail or outdated customer information by obtaining updated contact details and maintaining accurate records

Credit, Collections, and Credit Hold Management

• Contact customers regarding past-due balances, held orders, outstanding progress billings, and payment status through phone, email, and other approved communication channels
• Review customer orders placed on credit hold and evaluate release decisions based on payment history, credit terms, outstanding receivables, purchase order requirements, and creditworthiness
• Evaluate customer credit information, including credit reports and payment history, and partner with Sales and Customer Service on credit-related decisions
• Document collection activity, customer communications, account updates, and credit hold actions

Reporting, Customer Support, and Process Improvement

• Respond to customer, Sales, Customer Service, Shipping, Operations, and Finance inquiries related to invoices, payments, account balances, billing status, freight charges, tax issues, and account maintenance
• Prepare, maintain, and analyze billing, rental, retention, freight, collection, and customer account tracking reports
• Analyze freight recovery opportunities and maintain records of orders requiring freight adjustments
• Analyze trends, recurring issues, and process gaps; recommend improvements that increase accuracy, efficiency, compliance, and customer satisfaction within the order-to-cash process

Requirements

• High school diploma or equivalent required; associate degree or coursework in Accounting, Finance, Business, or a related field preferred.
• Knowledge of accounts receivable processes, including invoicing, cash application, collections, account reconciliation, credit administration, and sales tax documentation.
• Experience using ERP systems, banking platforms, customer billing portals, payment processing tools, and Microsoft Office applications, particularly Excel.
• Strong analytical and problem‑solving skills with the ability to research…