Accounts Receivable & Order Administration Specialist

Reports To: Administrative Services Manager

Department: Administration / Accounting

Status: Full-Time Hourly at $20.00/Hour

On-Site: 9313 Burge Avenue, Richmond, VA 23237

Position Summary

The Accounts Receivable & Order Administration Specialist is responsible for finalizing rental orders after equipment returns, generating final invoices, processing customer payments, maintaining accounts receivable records, and assisting with collection efforts. This position works closely with the warehouse, sales, and management teams to ensure orders are accurately billed and customer accounts remain current.

Essential Duties & Responsibilities

• Review completed rental orders and prepare final invoices.
• Process billing adjustments for additional rental days, labor, missing items, damaged equipment, and other approved charges.
• Process customer payments and apply payments to customer accounts.
• Monitor outstanding balances and assist with collection efforts on past-due accounts.
• Contact customers regarding invoices, payments, account balances, and billing questions.
• Maintain accurate customer account records and supporting documentation.
• Route missing, damaged, or disputed items to management for review and resolution.
• Coordinate with warehouse, operations, and sales staff to ensure accurate order closeout and billing.
• Assist with administrative and accounting projects as assigned.

Working Conditions 

Work is performed primarily in an office environment. Regular interaction with warehouse, operations, and customer service personnel is required. Employees may be required to enter warehouse and operational areas to review returned equipment, discuss missing or damaged items, verify billing adjustments, or coordinate order closeout activities. May be exposed to the general range of weather experienced in the area when traveling between buildings or entering warehouse and operational areas.

Frequent computer use, data entry, telephone communication, reading, and close visual work are essential functions of this position. The ability to communicate effectively with customers, vendors, and coworkers in person, by telephone, and through electronic communications is required.

Qualifications

• Previous experience in accounts receivable, billing, bookkeeping, office administration, or customer service preferred.
• Strong attention to detail and organizational skills.
• Proficiency with Microsoft Office and business software systems.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.

Compensation, Employee Benefits, & Perks:

• The Accounts Receivable & Order Administration Specialist position starts at $20.00 per hour and is Full Time
• Health, dental, and vision insurance options
• Paid time off (vacation, sick days, holidays)
• Retirement plan options
• Employee discounts on rental services 
• Opportunities for professional development 

Classic Party Rentals of Virginia is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to race, color, religion, ethnic or national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, sexual orientation, gender identity, disability, or military status.