Accounts Receivable Manager

Accounts Receivable (AR) Manager – Job Description

Position Title:       AR Manager

Location:              Plano, TX – Reno, NV – Twin Cities, MN

Job Status:           Exempt, full-time

Reports to:           Chief Financial Officer

Date Prepared:     12/08/25

For over 35 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage network that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.

Position Summary

The Accounts Receivable Manager will build and lead a high-performing onsite billing and collection’s function that supports the company’s growth and operational complexity. This role is responsible for designing and implementing scalable AR processes, improving cash acceleration, strengthening internal controls, and developing a team capable of delivering accurate and timely billing/collections.

This leader will be hands-on in redesigning workflows, optimizing systems, partnering with operations and technology teams, and leading measurable improvements in AR performance.

Detailed Duties & Responsibilities

Leadership & Team Development

• Build, develop, and lead an onsite AR team (billing specialists, collections analysts, payment posting, etc.).
• Set clear performance expectations, KPIs, and training plans to ensure a high-accountability culture.
• Create cross-training, standard operating procedures (SOPs), and staffing models to support scalability.
• Manage third-party vendor relationship for profit recovery and hard collections.

Process Design & Operational Excellence

• Redesign the end-to-end billing and direct patient collections process—including invoice accuracy, statement generation, payment posting, dunning strategy, and escalation workflows.
• Implement standardized SOPs, quality checks, and internal controls to ensure accuracy, compliance, and audit readiness.
• Establish a robust customer billing dispute resolution workflow that improves turnaround time and reduces rework.

Strategy & Performance Management

• Own AR aging performance, cash forecasting inputs, collection targets, and DSO reduction initiatives.
• Develop and maintain KPI dashboards (aging trends, bad debt, dispute cycle time, invoice cycle time, etc.).
• Identify root causes of AR issues and partner with Operations, Customer Success, and IT to resolve them.

Systems & Automation

• Optimize AR functionality within the ERP (e.g., Acumatica) and integrated tools (Stripe, payment portals, CRM systems).
• Partner with Finance/IT to implement automation opportunities (auto-dunning, autopay, escalations, reminders).
• Ensure clean data flows, reconciliation accuracy, and system configuration that supports scale.

Cross-Functional Collaboration

• Partner with Sales, Operations, Customer Service, and Finance leadership to ensure accurate billing input and resolve customer issues.
• Provide clear communication and reporting to leadership on AR trends, risks, and opportunities.
• Support month-end close activities (reconciliations, deferred revenue validation, adjustments, accruals).

Compliance & Controls

• Ensure compliance with contractual terms, internal policies, and applicable regulations (HIPAA/PHI if healthcare).
• Maintain strong documentation that supports internal controls and audit requirements.
• Establish consistent dispute, write-off, and credit memo approval workflows.

Qualifications

Required

• 8 years of progressive AR, billing, or collections experience with at least 4 years in a supervisory or management role.
• Demonstrated success building or significantly improving an AR or billing function.
• Strong understanding of AR processes, revenue cycles, and operational dependencies.
• Hands-on experience with ERP/financial systems (Acumatica experience strongly preferred).
• Proven ability to manage KPIs, improve DSO, and drive process improvements.
• Excellent communication skills with a strong customer-service orientation.
• Ability to lead an onsite team in a fast-paced, high-growth environment.

Preferred

• Healthcare, lab services, fertility, or subscription-based billing experience.
• Experience integrating AR workflows with payment portals, CRM systems, or automation tools.
• Experience working in PE-backed environments or multi-site companies.

Key Competencies

• Operational Excellence: Passion for building processes that scale.
• Leadership & Development: Able to grow, coach, and motivate an onsite team.
• Analytical Mindset: Data-driven approach to root-cause analysis.
• Systems Thinking: Understands how upstream and downstream workflows impact AR.
• Ownership Mentality: Bias toward action; accountable for results.
• Communication: Able to clearly articulate issues and drive cross-functional alignment.

Success in This Role Looks Like

• DSO reduced by clear, trackable improvements quarter over quarter.
• A fully documented and standardized billing/collections process built from the ground up.
• An onsite AR team that is well-trained, accountable, and consistently meeting KPIs.
• Dramatic reduction in billing errors, rework, and customer disputes.
• Automation and system enhancements implemented that improve speed and accuracy.
• Strong cross-department collaboration and improved customer experience.