Accounts Receivable Specialist

Summary

The Accounts Receivable Specialist is responsible for the accurate and timely recording of customer transactions, monitoring outstanding balances, and processing cash applications. This role plays a critical part in supporting efficient cash flow and minimizing the aging of customer balances through strong accounts receivable practices. The position collaborates closely with cross-functional teams to address customer inquiries, resolve billing discrepancies, and support ongoing process improvements within the accounts receivable function.

Essential Functions

Accounts Receivable Management: 

• Perform day-to-day accounts receivable activities, including recording customer transactions and researching needs for debit or credit memos. 

• Monitor and manage customer balances and aging reports. 

• Apply customer payments accurately and promptly to customer accounts, including timely reconciliation and resolution of on-account payments.  

Invoice Inquiries and Discrepancies: 

• Respond to inquiries from customers, internal teams, and other stakeholders in a prompt and professional manner. 

• Investigate and resolve invoicing and payment discrepancies or disputes, coordinating with relevant departments as needed. 

Customer Relations: 

• Collaborate with the billing team to resolve any billing discrepancies and support billing activities.  

• Build and maintain positive relationships with customers, addressing invoice-related inquiries courteously and efficiently. 

• Assist customers in resolving issues and facilitating successful payment collection.

Process Improvement: 

• Identify opportunities to streamline accounts receivable reconciliation and cash application processes and improve efficiency in procedures. 

• Collaborate with team members to propose and implement process enhancements. 

Documentation and Record Keeping: 

• Maintain accurate and organized billing records and documentation. 

• Record billing-related information in appropriate systems and databases. 

Reporting and Analysis: 

• Prepare accounts receivable and cash application reports and key performance indicators (KPIs) for management review. 

• Provide insights on accounts receivable and cash application trends and potential improvements. 

Skills & Qualifications

• High school diploma or equivalent. Associate’s degree or relevant certification in accounting or finance is a plus. 

• 2+ years of experience in accounts receivable, cash applications or a related financial role. 

• Strong attention to detail and accuracy in accounts receivable and cash application operations. 

• Proficiency in using accounts receivable and cash application software and accounting systems. 

• Excellent communication and interpersonal skills. 

• Ability to work collaboratively with cross-functional teams. 

• Familiarity with financial regulations and compliance requirements related to invoicing and accounts receivable. 

Job Competencies

• Basic technology skills, including MS Office Suite

• Strong communication skills, including written communication

• High level of organizational skills, time management skills, and ability to work effectively in a fast-paced environment to consistently meet deadlines

• Ability to take ownership of responsibilities and effectively handle interpersonal relationships with others

Work Environment and Physical Requirements

• Work performed in an office environment

• Ability to sit for an extended period and operate shared office equipment and keyboards