What are the responsibilities and job description for the Accounts Receivable Analyst position at Avalon Document Services?
Job Title: Accounts Receivable Analyst
Department: Finance
Reports to: Controller
Worker category: Full-time
Job Summary:
We are seeking an experienced and proactive Accounts Receivable Analyst to oversee and improve our AR collections process across a dynamic client base of law firms and corporate legal departments. This individual will manage the full accounts receivable lifecycle—including invoicing, collections, and reconciliation—while building strong relationships with clients and internal stakeholders. The ideal candidate is analytical, solutions-oriented, and comfortable communicating directly with clients to resolve payment delays and disputes.
Key Responsibilities:
Client Invoicing & Payment Application
- Prepare and send accurate client invoices and statements (paper and electronic) in a timely manner
- Set up new clients and maintain billing records in NetSuite
- Apply and post payments (check, ACH, EFT, credit card) in NetSuite
- Reconcile customer transactions, daily EFTs, and credit card deposits
Collections & Client Relationship Management
- Monitor aging reports and proactively follow up on outstanding balances
- Make direct collection calls and email follow-ups to reduce DSO and bad debt
- Resolve client disputes related to sales tax, invoice errors, and service documentation
- Escalate high-risk accounts to Sales or executive leadership with recommended actions
- Maintain clear and professional communication with attorneys, finance teams, and client procurement departments
Internal Collaboration & Reporting
- Partner with Sales, Legal Operations, and Client Services teams to understand client nuances and invoicing requirements
- Track and report on COD job payments and other non-standard payment terms
- Prepare monthly AR and DSO reports with insights on trends, risks, and opportunities
- Support month-end close activities, general ledger reconciliations, and prepaid allocations
- Review American Express and Verisma postage accounts for reconciliation
- Review and process employee expense reports as needed
Qualifications
Skills and Competencies:
- Confident and professional communicator, comfortable interacting with attorneys and law firm finance teams
- Results-driven and persistent in follow-up, with a focus on reducing aging receivables
- Ability to navigate complex client billing structures (split invoices, retainer balances, third-party billing)
- Strong Excel skills, including pivot tables, v-lookups, and reconciliation techniques
- Detail-oriented with the ability to manage multiple priorities and deadlines
Education and Experience:
- Bachelor’s degree in Accounting, Finance, or Business required
- 3 years of accounts receivable, collections, or client billing experience in a B2B services environment
- Experience with legal services, eDiscovery, or professional services clients preferred
- Experience with NetSuite or other ERP systems strongly preferred
Work Environment and Physical Requirements:
- This is a remote-eligible role with the expectation of core working hours aligned to Eastern Time
- There may be occasional requirements to work onsite at Avalon’s offices in Rochester, NY; Cleveland, OH; or New York City, depending on business needs.
- Prolonged periods sitting at a desk and working on a computer
- Frequent communication via phone, email, and virtual meetings
