Business Office Associate

Position Overview

We are looking for a motivated and detail-oriented individual eager to support business office operations in an accounts receivable role. Strong organizational skills, proficiency in Microsoft Office Suite, and excellent communication abilities for handling clerical tasks, customer inquiries, and team coordination. The ideal candidate will manage the full cycle of accounts receivable processes, ensure timely collection of payments, maintain accurate customer accounts, and support overall cash flow management. This role plays a critical part in the company’s financial health and requires strong analytical skills, excellent communication, and proficiency with accounting software.

Key Responsibilities

• Generate and send accurate customer invoices in a timely manner based on sales orders, contracts, and delivery confirmations
• Post incoming payments, cash receipts, and apply them correctly to customer accounts
• Monitor aging accounts receivable reports and follow up on overdue balances through proactive collections calls, emails, and statements
• Reconcile customer accounts and resolve payment discrepancies, short payments, or billing issues in collaboration with customers and internal teams (sales, shipping, etc.)
• Prepare and analyze AR aging reports, cash collection forecasts, and other financial reports as needed
• Maintain detailed and organized records of all AR transactions and customer correspondence
• Assist with month-end closing processes, including accruals, journal entries, and account reconciliations
• Handle customer inquiries regarding invoices, payments, and account status professionally and promptly
• Identify opportunities to improve AR processes and implement best practices
• Ensure compliance with company policies, accounting standards, and relevant regulations

Qualifications & Requirements

Required

• 2 years of hands-on experience in accounts receivable, collections, or general accounting
• Proficiency in accounting software (SAGE 100 Contractor preferred, but other system experience accepted)
• Strong knowledge of Microsoft Excel (pivot tables, VLOOKUPs, data analysis)
• Excellent attention to detail and accuracy with numbers
• Strong verbal and written communication skills for interacting with customers and internal stakeholders
• Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment
• Solid understanding of basic accounting principles and AR best practices
• Experience with collections processes and dispute resolution is a plus

Preferred

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field (preferred)

Benefits

Medical, Dental, Vision, 401 K, Sick/PTO, Vacation

Schedule & Work Environment

• Salaried Position
• Office Hours – 8am – 5:00pm
• On-site in Fairfield, NJ (not remote)

Salary: $60,000-$75,000 annually, commensurate with experience
Job Type: Full-Time
Location: On-site Fairfield, NJ