What are the responsibilities and job description for the Accounts Receivable and Collections Coordinator position at Engramec?
Accounts Receivable and Collections Coordinator
Position summary: The Accounts Receivable and Collections Coordinator is responsible for the timely and accurate billing of customers, monitoring of accounts receivable aging, execution of collection activities, and resolution of payment discrepancies. This role partners closely with Sales, Customer Success, and Accounting to optimize cash flow, reduce past-due balances, and maintain accurate customer account records in accordance with company policies and applicable controls.
Responsibilities
- Prepare, issue, and maintain customer invoices, credit memos, and monthly statements in alignment with contract terms and billing schedules.
- Monitor accounts receivable aging; prioritize collection efforts based on risk, balance, and delinquency, and document all activities.
- Execute a structured dunning cadence (email, phone, statements) to secure payment commitments and reduce days sales outstanding (DSO).
- Investigate and resolve short payments, chargebacks, and deductions; obtain and review supporting documentation (e.g., PO, POD, contracts, tax certificates).
- Apply and reconcile customer payments (ACH, wire, check, card); research unapplied cash and resolve payment variances promptly.
- Maintain accurate customer master data, credit limits, terms, and tax configurations in the ERP/CRM systems.
- Reconcile the AR subledger to the general ledger; prepare month-end journal entries, adjustments, and account analyses.
- Produce weekly cash collection forecasts, aging reports, and KPI dashboards for management; escalate high-risk accounts as appropriate.
- Coordinate payment plans and recommend credit holds or third-party collections in accordance with policy.
- Support internal and external audits; ensure adherence to SOX/internal controls and company policies.
- Identify process improvement opportunities; contribute to standard operating procedures and control documentation.
Qualifications
- 2 years of accounts receivable and/or collections experience in a corporate environment.
- Proficiency with ERP or accounting systems (e.g., NetSuite, SAP, Oracle, Microsoft Dynamics) and intermediate Excel skills.
- Strong understanding of AR processes, cash application, credit and collections practices, and revenue/billing fundamentals.
- Excellent communication and negotiation skills with a professional, customer-focused approach.
- High attention to detail, strong organizational skills, and the ability to manage competing priorities and deadlines.
- Demonstrated ability to analyze aging data, interpret KPIs, and present findings to stakeholders.