Accounts Receivable Clerk

Description

The Accounts Receivable Specialist supports the financial health of Hoover Electric, Plumbing, Heating & Cooling by ensuring customer payments are accurately recorded, accounts are properly maintained, and outstanding balances are actively monitored and resolved. This role works closely with customers and internal teams to address billing questions, resolve discrepancies, and maintain accurate financial records.

The ideal candidate is organized, detail-oriented, dependable, and comfortable communicating professionally with customers regarding account balances and payment expectations.

What Needs to Be Accomplished

Manage Customer Payments and Accounts

• Process and accurately record      incoming customer payments in a timely manner.
• Apply payments to the appropriate      customer accounts and invoices.
• Maintain accurate and organized      customer account and payment records.
• Reconcile customer accounts and      research discrepancies as they arise.
• Identify unapplied payments,      incorrect balances, or other account issues and work toward timely      resolution.

Monitor Accounts Receivable and Collections

• Regularly review accounts      receivable aging reports and identify outstanding balances requiring      follow-up.
• Contact customers regarding      past-due balances and payment status in a professional and      customer-focused manner.
• Document collection activity,      customer communication, payment arrangements, and account updates.
• Consistently follow up on      outstanding balances until payment or resolution is received.
• Escalate significant or      unresolved account issues to accounting leadership when appropriate.

Support Accurate Billing

• Assist with invoicing processes      and help ensure invoices are issued accurately and timely.
• Respond to customer questions      regarding invoices, payments, account balances, and billing discrepancies.
• Research billing concerns and      coordinate corrections when necessary.
• Partner with Customer Service,      Operations, and other departments to resolve customer billing and account      issues.

Support Accounting Operations

• Assist with month-end and      year-end accounting processes related to accounts receivable.
• Provide documentation and account      information as requested for reconciliations, reporting, or audits.
• Maintain organized records in      accordance with company procedures.
• Identify opportunities to improve      accounts receivable processes, accuracy, and efficiency.
• Provide additional accounting      support as needed.

What Success Looks Like

Success in this role means:

• Customer payments are recorded      accurately and within established timelines.
• Customer account balances and      records are consistently accurate and up to date.
• Aging reports are actively      monitored and past-due accounts receive timely follow-up.
• Outstanding receivables are      reduced through consistent and professional collection efforts.
• Payment discrepancies and billing      issues are researched and resolved promptly.
• Customer inquiries are handled      professionally, respectfully, and with a sense of urgency.
• Accounting records are organized      and documentation is complete.
• Month-end and year-end receivable      responsibilities are completed accurately and on time.
• Internal departments receive      timely communication and support when resolving billing issues.

Traits We Admire

• Highly organized with strong      attention to detail.
• Accountable and follows through      on commitments.
• Comfortable having professional      conversations regarding outstanding balances and collections.
• Strong problem-solving and      research skills.
• Able to prioritize multiple      responsibilities and meet deadlines.
• Communicates clearly and      professionally with customers and coworkers.
• Maintains confidentiality when      working with customer and financial information.
• Works well independently while      also contributing to a team environment.
• Approaches customer concerns with      empathy while maintaining company policies and expectations.
• Demonstrates Hoover’s core values      of Honest, Options, Our Work, Value, Empathy, and Reliable.

Requirements

• Previous accounts receivable,      billing, collections, bookkeeping, or accounting experience preferred.
• Working knowledge of accounts      receivable and basic accounting principles.
• Strong computer skills and      ability to learn accounting and customer management systems.
• Proficiency with Microsoft Excel,      Outlook, and other Microsoft Office applications.
• Strong written and verbal      communication skills.
• Excellent organizational skills      and attention to detail.
• Ability to handle sensitive      financial and customer information with discretion.
• Ability to manage multiple      priorities and meet deadlines in a fast-paced environment.
• Service Titan knowledge a plus