What are the responsibilities and job description for the Accounts Receivable Coordinator position at Quality Sanitation by DiMeglio Septic?
Quality Sanitation LLC by DiMeglio, a well-established portable restroom rental company, is seeking a detail-oriented, collaborative team member to handle daily billing, collections, and dispatch support.
In this role, you will perform the hands-on tasks necessary to keep our cash flow moving smoothly—from creating initial invoices for portable restroom rentals to following up on past-due accounts.
You will work closely with ownership, our dispatch team, and customers to ensure billing accuracy and customer satisfaction.
Key Responsibilities:
Invoicing & Administrative Support
• Create, input, and distribute daily client invoices for event and commercial accounts via email, customer portals, and mail/print.
• Monitor recurring billing schedules (such as monthly or 28-day cycles) for long-term construction and seasonal accounts.
• Process day-to-day credit card payments, take pre-delivery payments, and accurately post payments to customer accounts.
Reporting & Collections Follow-Up
• Work directly with ownership to provide routine updates on accounts receivable activity and heavily overdue accounts.
• Follow established company procedures to routinely contact clients regarding outstanding invoices.
• Research and look into billing questions—like missed service days or damaged equipment—by double-checking logs with dispatch.
• Listen carefully to customer concerns and politely answer billing questions to help resolve unpaid balances.
Dispatch & Team Coordination
• Help the dispatcher enter and update daily customer orders in the system.
• Notify the dispatcher when a delinquent account requires a unit lockout, service hold, or final unit pick-up.
Customer Service & Teamwork
• Answer incoming phone calls and serve as a helpful, friendly contact for public billing questions.
• Collaborate with the office team to answer customer phone calls regarding other company services.
• Jump in as a team player to help other office staff with basic administrative tasks when needed.
Requirements & Qualifications:
• Practical experience creating invoices, processing payments, and following a collection process.
• Comfortable learning and using computer software and basic office programs.
• Clear communication and attentive listening skills.
• Friendly, patient attitude when talking to the public or handling unpaid accounts.
• Ability to follow routine processes and work well as part of a small office team.