Account Receivable Specialist

Job Summary

The Account Receivable Specialist role will oversee and standardize receivable functions across multiple sites, including financial record maintenance, customer invoicing, and collection activities. This position ensures consistency in processes, reporting, and compliance across locations. The ideal candidate will demonstrate strong analytical capabilities, maintain strict confidentiality, and bring hands-on experience with accounting systems and financial processes.


Essential Job Functions

Billing amp; Invoicing amp; New Customers

Prepare and issue accurate customer invoices according to contract terms.

Verify billing data against sales orders, contracts, or delivery records.

Maintain organized invoice records for audit and reporting purposes.

Review and determine new customers’ credit limits and credit worthiness.

Review credit memos issued by locations for reasonableness.

Payment Processing

Record and apply incoming payments and credit memos (checks, ACH, wire transfers, credit cards) in the applicable accounting systems, Business Central and QuickBooks.

Reconcile customer accounts to ensure all payments are posted accurately.

Process credit card payments and reconcile with merchant's statement weekly and/or monthly.

Collections amp; Follow-Up

Monitor accounts receivable aging reports to identify overdue accounts.

Contact customers regarding past-due balances and work toward prompt resolution.

Negotiate payment arrangements when necessary and escalate unresolved issues to management.

Reporting amp; Analysis

Generate AR reports and provide status updates to management.

Assist with month-end and year-end closing processes related to receivables.

Identify and recommend process improvements to enhance collection efficiency.

Calculate and record the monthly allowance for doubtful accounts.

Monthly bank reconciliation

Reconcile credit memos related to rebates from third party and determine approach calculation and application.

Compliance amp; Coordination

Ensure adherence to company credit policies and applicable accounting standards.

Additional Duties

Employees may be required to perform other related duties as assigned to meet business needs.


Minimum Qualifications

Education: Associate or bachelor’s degree in accounting, Finance, Business Administration, or a related field preferred.

Experience: 4 years of experience in accounts receivable.

Proficiency in ERP system or accounting software

Strong understanding of financial reporting.

Excellent organizational, time management, and problem-solving skills.

Elevated level of accuracy and attention to detail.

Experience with multi-locations


Knowledge, Skills, and Abilities

Knowledge of credit and collection practices

Basic knowledge of sales tax and invoicing regulations

Effective written and verbal communication skills for customer interaction and internal coordination

Strong organizational and time management skills with the ability to manage multiple accounts and deadlines.

Ability to adapt to changing priorities and work in a fast-paced environment.

Ability to handle sensitive information with confidentiality.


Physical Requirements

Ability to remain in a stationary position (sitting for prolonged periods of time)

Able to operate a computer and other office equipment.

Able to communicate effectively.

Ability to view data for prolonged periods of time on computer screen.

Able to move around the office to access files, office equipment, and meeting areas.

Occasional lifting of up to ten pounds

Ability to perform repetitive motion to include typing with use of hands and wrist.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.


Work Environment

Office environment with exposure to office equipment

May be exposed to high temperatures when entering the manufacturing floor.

Possible exposure to high noise level when entering the manufacturing floor.

The work environment characteristics described are representative of those encountered while performing essential job functions. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.