Accounts Receivable (AR) Specialist

Job Description

Job Summary

The Accounts Receivable Specialist is focused on managing the day-to-day operations of Accounts Receivable, credit, and collection processes.

This position plays a key role in the overall success of the team while working with internal and external customers. The ideal candidate is self-driven, comfortable communicating, will maintain client information, is a team player, resourceful, and has a proven work history with exceptional organizational and customer service skills.

The Accounts Receivable Specialist will be responsible for ensuring that the company receives payment for goods and services offered to clients.

Duties / Responsibilities

Invoicing

• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Creates invoices according to company practices; submits invoices to customers.
• Perform credit checks on new customers and update credit on existing customers.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions through the Customer Account Profile (CAP) process.

Processing

• Process month-end accounts receivable statements.
• Maintain customer refunds to ensure timely and accurate reporting.
• Process daily cash receipts including payments by check, ACH, and credit cards - verify, post, and report
• Process Customer Credit Applications and references for customer and credit line setup through the CAP process
• Setup new customers in ERP system
• Create "ship to" information in the system for staff and customers
• Monitor customer credit terms and limits
• Processing Sales Tax Exemptions and Tax Certs for Customers
• Reconcile ECommerce cash receipts to Amazon account weekly
• Monitor Amazon account for funds transfer to Cash account
• Monitor shipping charges and add information to customers' shipments including billing freight charges
• Process ECommerce cash receipts related to ECommerce Orders

Collections

• Handle insufficient funds checks and credit card chargebacks promptly.
• Contacts delinquent account holders to request payment.
• Form collection strategies to mitigate customer objections to making timely A / R payments.
• Investigate collection problems and advise customers on corporate A / R policies and procedures.
• Make arrangements for payment of outstanding and late accounts; escalate transfer to Delinquent Accounts
• Investigate and resolve billing discrepancies or misapplied cash transactions.

Reconciliations

• Review post-sales invoices and payments received on accounts receivable accounts for accuracy.
• Research customer discrepancies and past-due amounts with the assistance of the other staff.
• Collaborates with the team to reconcile accounts receivable on a periodic (at least bimonthly) basis.
• Assists in generating monthly billing statements based on the general ledger.
• Assists the team in reconciling revenue accounts each month.
• Copies, files, and retrieves materials for accounts receivable as needed.

Reporting

• Creates reports regarding the current status of customer accounts as requested.
• Compile, verify, and distribute key account weekly statements
• Monthly Consolidated customer billing
• Monitor, verify, contact customers, and manage Credit Watch List for A / R Report over 30 days customers. Distribute weekly credit watch list to company & update sales rep.
• Create weekly reports of contact and responses from customers on overdue accounts.
• Distribute customer monthly A / R statements

Communication

• Provide customer resolution on outstanding issues including credit inquiries and W-9 requests.
• Communicate and interact with the internal sales department on credit procedures.
• Collaborate with the team to meet department deadlines by cross-training other positions within the department.
• Drafts correspondence for standard past-due accounts and collections identifies delinquent accounts by reviewing files
• Relays changes of information to appropriate employees.
• Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its customers.
• Performs other related duties as assigned.

Required skills / abilities

• Proficiency with automated accounting systems.
• Experience with MS Office Product Suite with focused knowledge of Excel.
• Excellent written and verbal communication skills are essential.
• Must have strong analytical skills.
• Assume responsibility and initiative in a key demanding company position.
• Attention to detail and proven problem-resolution skills.
• Must possess exceptional communication skills.
• Willingness to adapt to new responsibilities and have the initiative to grow in the position.
• Highly organized, with the ability to manage and prioritize multiple tasks and deadlines effectively
• Positive attitude, willingness to learn, think outside of the box and take full ownership of workload

Knowledge, Education, and Experience

• Associate degree in Accounting, Finance, or Business.
• Minimum of 3 years of experience in credit and collections.
• Microsoft Office Suite Excel a must. Word, PowerPoint, Outlook

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