A/R Specialist

The Accounts Receivable Specialist is responsible for managing invoicing, collections, reconciliations, and credit processes to ensure accuracy and timeliness in the company’s financial operations. This role supports both internal teams and external partners by resolving billing inquiries, maintaining financial records, and safeguarding cash flow. This position ensures smooth transaction processing and a positive partner experience.This person is expected to recommend and develop new approaches, policies, and procedures to effect continual improvements and efficiency of services performed.

KPI’s

• Ensure timely and accurate processing of invoices.
• Managing past due invoices, ensure proper communication and escalation when necessary.
• Month End Invoicing within 3 business days with maximum accuracy.
• Respond to email requests within 24 hours.
• Continuous improvement in accounting processes
  
  

Key Responsibilities:

• Custom and Monthly Invoicing
• Generate invoices based on partner contracts, recurring billing schedules, or project milestones.
• Maintain an organized system for tracking pending and paid invoices.
• Handle special requests, such as custom arrangements or billing codes.
• Collections
• Monitor accounts receivable aging reports weekly.
• Send reminders (polite email, then phone call, then escalation) for overdue accounts and properly document each.
• Escalate severely overdue accounts to management.
• Creation of New Items & Sales Tax
• Set up new products/services in accounting or ERP system.
• Month-End Reconciliations
• Reconcile bank accounts, credit cards, and merchant accounts.
• Investigate discrepancies promptly to ensure accurate reporting.
• Physical Inventory
• Schedule quarterly/annual inventory counts.
• Compare physical count to system quantities.
• Research variances and adjust records as needed.
• Track and Follow-up on Emails
• Maintain shared AR inbox
• Forward issues to the right team member when outside your scope.
• Help Partners with Questions
• Respond to inquiries about invoices, payments, credits, or system access.
• Escalate complex issues (contract disputes, tax matters) to appropriate departments.
• Monitor Sales Orders from Other Systems
• Review orders imported from external platforms.
• Check for completeness: correct pricing, tax, partner ID, and SKU setup.
• Ensure orders flow into accounting system for invoicing without delays.
• Maintain Credit System
• Update system with approved credit limits and terms.
• Regularly review customer accounts for credit limit compliance.
• Issue Credit Memos / Refunds
• Create credit memo in system and ensure it applies to the right invoice.
• Issue refunds via check, ACH, or credit card as needed.
• Enter Monthly Price Bumps
• Enter changes into ERP/accounting system for all impacted SKUs.
• Assist with Onboarding Process of New Partners
• Help set up accounts in system (billing profile, terms, tax status).
• Coordinate with Sales/Operations to ensure smooth integration.
• Record Daily Deposits
• Retrieve bank deposit details from online banking or merchant reports.
• Record all payments received (ACH, wires, checks, credit card).
• Apply payments to open invoices in AR ledger.
• Make Weekly Bank Deposits
• Reconcile deposited amounts against daily records.
  

Supervisory Responsibilities

• N/A
  
  

Work Environment

• The physical environment requires the employee to work inside the corporate office in a climate controlled facility.
• This position may be requested to work additional hours/overtime, including weekends, for project launches, special events or conferences.
  
  

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• This position needs to occasionally move about the inside of the office to access files, office machinery, and meeting rooms.
• Constantly operates a computer and other office machinery.
• This position frequently communicates verbally and in writing with other employees.
  
  

Travel

• N/A
  
  

Required Qualifications

• Bachelor’s Degree in Accounting, Finance (preferred) or equivalent training and experience.
• 3 years experience in an invoicing or accounts receivable role
• Advanced computer skills in MS Office, accounting software and databases.
• Highly skilled at running and analyzing reports.
• Proven knowledge of accounting principles, practices, standards, laws and regulations.
• High attention to detail and accuracy.
• Outstanding verbal and written communication and interpersonal skills.
• Aptitude for critical thinking, problem solving, and decision making.
• Strength of character, ethics, commitment, and reliability.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.