What are the responsibilities and job description for the Accounts Receivable & Project Specialist position at Stoeppelwerth & Associates Inc.?
Summary Job Statement:
The Accounts Receivable & Project Specialist supports the financial and project administration functions of Stoeppelwerth & Associates. This position is primarily responsible for accounts receivable, billing coordination, collections, and accurate client account records (approximately 75%), while also providing Ajera project setup, reporting, troubleshooting, and administrative support to project managers (approximately 25%). The allocation of responsibilities may vary based on business needs and operational priorities. The position works collaboratively with accounting, project managers, and leadership to support timely collections, accurate billing, and consistent project information.
Education:
• Bachelor’s degree in Accounting, Finance, or a related field preferred.
Qualifications:
• 3–5 years of experience in accounts receivable, accounting, billing, or related financial operations required.
• Experience with Ajera or comparable project-based accounting/business management software preferred.
• Experience with invoice processing, payment application, collections, and account reconciliation preferred.
• Proficient in Microsoft Office applications, particularly Excel and Outlook.
• Strong attention to detail, organizational skills, and ability to manage recurring deadlines.
• Excellent written and verbal communication skills, including professional follow-up with clients and project managers.
• Ability to handle confidential financial information with discretion and professionalism.
• Strong analytical, problem-solving, and customer service skills.
Essential Functions:
Accounts Receivable & Billing
• Apply customer payments accurately to appropriate client accounts and invoices in Ajera.
• Prepare deposits and maintain accurate records of receipts and accounts receivable transactions.
• Monitor accounts receivable aging, identify overdue balances, and conduct timely, professional collection follow-up.
• Maintain collection activity notes, payment commitments, and supporting documentation.
• Respond to client questions regarding invoices, account balances, and payment status.
• Coordinate with project managers to resolve billing disputes, payment delays, and other account issues.
• Support monthly billing processes, including invoice review, distribution, and follow-up as assigned.
• Reconcile accounts receivable records, research discrepancies, and coordinate corrections with accounting.
• Prepare and maintain accounts receivable reports and participate in recurring AR review meetings.
• Escalate delinquent or disputed accounts to appropriate project managers or leadership when necessary.
• Identify and recommend improvements to billing, collection, and accounts receivable procedures.
Ajera & Project Administration
• Establish new client accounts in Ajera, ensuring accurate and complete client information.
• Coordinate distribution of the company’s W-9 and other applicable documentation or information to new clients.
• Create new projects in Ajera and maintain accurate project and client administrative information.
• Assist project managers with project setup, billing questions, invoice details, and routine Ajera processes.
• Generate project, billing, and financial reports for project managers and leadership as requested.
• Troubleshoot routine Ajera issues and coordinate more complex questions with appropriate internal or external resources.
• Support monthly billing through accurate project information, data review, and coordination with project managers.
• Assist with the accurate assignment of reimbursable expenses to projects, as designated.
• Maintain and document consistent Ajera procedures, project administration workflows, and process improvements.
• Monitor project data for accuracy and help resolve issues affecting billing and accounts receivable.
• Perform other duties as assigned.
The above statements are intended to describe the general nature and level of work being performed by the individual assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as business needs dictate.