Accounts Receivable Coordinator

Description

Compute, classify, and record numerical data to keep financial records complete. Perform any

combination of routine calculating, posting, and verifying duties to obtain primary financial data for use

in maintaining accounting records.

Role and Responsibilities

· Accurately and promptly apply customer cash receipts to the appropriate invoices in the

accounting system.

· Reconcile daily lockbox deposits, ACH/wire transfers, and credit card payments.

· Investigate and resolve unapplied cash and unidentified payments in a timely manner.

· Process customer refunds or credit memos as necessary

· Proactively manage a portfolio of customer accounts to ensure timely collection of outstanding

receivables.

· Contact customers via phone, email, and customer portals regarding past-due balances.

· Establish and maintain positive relationships with customer accounts payable departments.

· Negotiate payment plans and resolve billing disputes to facilitate payment.

· Investigate, analyze, and resolve customer deductions (short-pays) by identifying root causes

(e.g., pricing, promotion, shipping, damage claims).

· Collaborate with Sales, Customer Service, and Logistics teams to validate deduction claims.

· Manage the deduction dispute process, including submitting required documentation (proof of

delivery, signed purchase orders, etc.) to customers for recovery.

· Monitor and track deduction trends to report on common issues and recommend process

improvements.

· Generate and distribute accurate and timely customer invoices and credit memos.

· Process customer "rebill" requests, which may involve creating new invoices to correct errors or

re-bill for disputed items after resolution.

· Verify the accuracy of invoices against purchase orders, contracts, and shipping documents.

· Assist with setting up new customer accounts and performing basic credit checks as needed.

· Prepare and distribute regular, detailed Accounts Receivable Aging Reports.

· Analyze the aging report to identify delinquent accounts and high-risk customers.

· Provide management with clear and concise summaries of collection activities, account statuses,

and potential bad debt exposure.

· Provide crucial support during internal and external financial audits.

· Prepare detailed schedules and reconciliations related to accounts receivable.

 · Pull supporting documentation for sample invoices, cash receipts, and credit memos as requested by auditors 

Requirements

 Supervisory Responsibilities 

· This position has no supervisory responsibilities. 

Preferred Qualifications and Education Requirements

 · Bachelor’s degree in Accounting/Finance

 · 2 years experience in general accounting 

· Proficiency in Excel and Microsoft Office products

 · Superior knowledge of financial reporting software tools and ERP software (Syspro)

 · Knowledge of Accounts Receivable and Accounts Payable processes

Core Competencies, Knowledge, and Skill Requirements 

Candidates should be self-starters with a strong work ethic and the ability to prioritize their workload to ensure timely issue resolution. In addition, this individual should possess the following skills: 

· Analytical Thinking: Must be able to identify and define problems, extract key information from data and develop workable solutions for the problems identified to test and verify the cause of the problem. Develop solutions to resolve the problems identified. 

· Communication: Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other’s ideas and thoughts. 

· Economics and Accounting: Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data. 

· Mathematics: Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

· Organization: Organize and prioritize your own actions efficiently. Be flexible and react favorably to multiple priorities, changing schedules and daily assignments while paying attention to detail.

Work Environment and Physical Requirements 

The work environment is a general office setting. This position requires the team member to: 

· Frequently required to sit for an extended period of time 

· Use hands to finger, handle, or feel, and talk or hear. 

· Specific vision abilities required include close vision, distance, vision, color vision and ability to adjust focus.

· Occasionally lift and/or move up to 25 pounds. 

· The noise level in the work environment is usually moderate but can be loud when in the production area.