Accounts Receivable Clerk

Accounts Receivable I

The Accounts Receivable I role is a key member of the accounting team, responsible for ensuring accurate and timely processing of all payment types, professional handling of collections, and precise invoicing and credit memo activities. This position collaborates closely with all departments and plays a critical role in safeguarding Vitracoat’s largest U.S. asset—Accounts Receivable—while maintaining clear separation of duties across teams.

Success in this role requires exceptional communication, time management, and responsiveness. The ideal candidate will lead by example in productivity, 6S practices, software proficiency, continuous improvement behaviors, and results. This role also includes participation in and management of special projects as assigned.

Accounts Receivable Operations

• Ensure all payment types (credit cards, checks, wire/ACH transfers) are deposited and reconciled daily.
• Reconcile end-of-day reports and manage payment processing.
• Invoice sales orders by matching PODs, adding freight charges, and identifying/reporting errors.
• Process credit memos with proper documentation and approvals.
• Issue customer refunds promptly after completing all necessary research and obtaining approvals.
• Set up new customer accounts and update existing ones as needed.

Collections & Credit Management

• Maintain past-due balances over 90 days at less than 1% of total AR.
• Investigate and resolve deductions and overpayments in collaboration with sales and customers.
• Actively pursue collections from delinquent accounts.
• Set and manage customer credit limits to minimize write-offs and external collections.
• Maintain detailed records of customer communications and payment arrangements.

Issue Resolution & Cross-Functional Support

• Research and resolve invoicing and account issues for customer service and field sales teams.
• Escalate unresolved issues professionally to management and leadership.

Raw Materials Management

• Monitor inventory levels and adjust orders based on production needs and stock availability.
• Create and process purchase orders with accurate quantities and specifications.
• Identify and evaluate suppliers to ensure quality and cost-effectiveness.
• Maintain accurate records of materials received, used, and in stock; generate inventory reports.

Systems & Process Improvement

• Understand ERP system interconnectivity across departments and leverage functionality for process efficiency.
• Contribute to continuous improvement initiatives and cross-departmental collaboration.

Qualifications

• Strong knowledge of accounting principles and procedures.
• Proficiency in ERP systems and financial software.
• Excellent communication, organizational, and time management skills.
• Proven ability to work independently and collaboratively across departments.
• High attention to detail and strong problem-solving capabilities.
• Commitment to professional conduct and continuous improvement.