Accounts Receivable Specialist

Job Title:

Accounts Receivable Specialist

Job Description

The Accounts Receivable Specialist manages incoming payments, ensures accurate and timely billing, maintains customer account records, and supports overall financial operations. This role requires strong attention to detail, excellent communication skills, and the ability to work efficiently in a fast-paced, deadline-driven environment while maintaining a positive and collaborative attitude.

Responsibilities

+ Prepare and issue accurate customer invoices based on contracts, purchase orders, or services rendered.

+ Review purchase orders, spot agreements, contracts, pricing, quantities, terms, and sales orders to verify incoterms and ensure pricing accuracy prior to billing.

+ Collaborate with sales, customer service, operations teams, and customers to resolve billing inquiries and discrepancies.

+ Contact customers for remittances, account balancing, and discrepancy resolution.

+ Input and process customer deductions related to pricing discrepancies, short or mis-shipments, scorecard deductions, and late delivery or loss-of-sale claims.

+ Prepare deduction write-offs for management approval in accordance with company policies.

+ Cross-train with team members to provide coverage and support during absences and peak periods.

+ Process credit memos, adjustments, and customer refunds as needed.

+ Record and apply customer payments, including checks, ACH, wire transfers, and credit card transactions, to the correct accounts.

+ Reconcile daily deposits and promptly investigate and resolve any discrepancies.

+ Apply knowledge of FMMO regulations and deadlines as they relate to balancing and invoicing requirements.

+ Manage calendar invites, reminders, and assignment deadlines to ensure timely completion of tasks.

+ Adhere to safety regulations and company working policies at all times.

+ Foster positive working relationships with co-workers, leadership, customers, vendors, and other employees to support a harmonious and productive work environment.

+ Maintain a positive attitude and contribute to a culture of quality, accuracy, and continuous improvement.

+ Maintain excellent regular full-time attendance in support of organizational objectives and team reliability.

+ Assist with internal and external audits by providing accurate and timely documentation.

+ Protect the confidentiality and security of financial files, records, and customer information.

+ Use sound judgment when carrying out assigned duties and escalating issues appropriately.

+ Perform other related duties and special projects as assigned.

Essential Skills

+ Cash application experience is required.

+ At least 2 years of accounts receivable or billing experience is required.

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Experience with high-volume, complex billing is preferred.

+ Proficient computer skills, including Windows, Microsoft Word, and Microsoft Excel.

+ Ability to use a 10-key by touch accurately and efficiently.

+ Strong attention to detail and excellent organizational skills.

+ Strong verbal and written communication abilities for interacting with internal teams and customers.

+ Ability to work independently and manage multiple tasks in a fast-paced environment.

+ Ability to maintain confidentiality and ensure the security of financial files and records.

+ Proficient computational and math reasoning skills.

+ Demonstrated good judgment in handling responsibilities and resolving issues.

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Experience with an ERP system is required.

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Experience with Dynamics 365 is a plus.

+ Experience in raw milk invoicing under FMMO 51 regulations is preferred.

Additional

Skills & Qualifications

+ Bachelor's degree in Business, Accounting, Finance, or a related field is desirable.

+ Equivalent combinations of education and relevant experience will be considered.

+ Background in accounts receivable, collections, and general accounting processes.

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Experience with invoice processing, cash application, reconciliation, and aging reports.

+ Familiarity with ERP-based billing and receivables modules.

+ Ability to work effectively with email and reporting tools to manage customer accounts and internal communication.

+ Experience handling deductions, chargebacks, and collections in an accounts receivable environment.

+ Proficiency with Microsoft Office, including Excel pivot tables, is beneficial.

+ Comfort working with financial data entry and reporting in a structured, process-driven environment.

Work Environment

This position operates in a professional office setting with standard business hours of Monday through Friday, typically 8:00 a.m. to 4:30 p.m., with some flexibility. The role involves regular use of computers, ERP systems, Microsoft Office applications, and other office-based financial tools. The dress code is business professional, and jeans are not permitted. The work environment emphasizes adherence to safety regulations and company policies, collaboration with cross-functional teams, and maintaining a positive, quality-focused atmosphere.

Job Type & Location

This is a Contract…