Accounts Receivable Coordinator

Overview

This role manages the invoicing and accounts receivable collection process to support timely payment from customers. Responsibilities include reviewing invoices, contacting customers regarding overdue accounts, resolving account discrepancies, and providing strong customer service. The position also collaborates with cross-functional teams and supports audit inquiries to help maintain accurate financial records.

Responsibilities

Invoice Management and Collection

• Ensure invoices are accurately generated and delivered to customers within stated terms; document collection efforts in corresponding customer files to track payment status.
• Contact customers regarding aged invoice problems, initiate collection efforts, and send payment reminders to support prompt payment processing.
• Review payment plans, payment history, and credit lines to secure payment; take appropriate action to resolve outstanding collections.

Discrepancy Resolution

• Validate account discrepancies by gathering and investigating information from sales, service departments, and customers.
• Reconcile customer statements to ensure accuracy.
• Resolve valid or authorized deductions by entering adjusting entries and ensuring adherence to established credit terms and payment plans.
• Interface with cross-functional Operations teams to address customer-related issues and support efficient resolution of payment disputes or invoicing discrepancies.
• Promptly escalate and notify the AR Manager and Department Managers of disputes or invoicing issues requiring higher-level intervention.

Reconciliation and Reporting

• Reconcile General Ledger cash accounts to ensure accuracy and completeness of financial records.
• Research unidentified receipts with the bank and/or customer to properly allocate funds and maintain accurate accounting records.

Customer Service and Support

• Provide exemplary customer service to internal and external customers in a professional and timely manner.
• Process email requests related to accounts receivable inquiries, ensuring timely and accurate responses.
• Support internal and external audit inquiries by providing relevant documentation, explanations, and assistance as needed.

Other Duties

• Perform other duties as assigned or required to support overall operations and objectives.

Requirements

• All potential hires are subject to pre-employment checks, including but not limited to background checks, drug screenings, and motor vehicle record checks.
• Associate's degree in accounting, business, or related field preferred; or
• 2-3 years of equivalent combination of education, training, and experience will be considered.

What You’ll Need for Success

• Willingness to learn about the organization, customer base, and role processes.
• Self-motivated and organized; ability to switch tasks quickly in a dynamic environment.
• Collaborative team member with a proactive approach to seeking help and supporting peers.
• Ability to adapt within established processes while contributing to process improvements.
• Strong analytical skills with a curious, proactive attitude toward learning.
• Exceptional attention to detail and thoroughness.
• Excellent customer service skills and commitment to supporting internal and external stakeholders.

Compensation & Benefits

Comprehensive benefit program including:

• Medical, Dental, and Vision Insurance with Prescription Drug Plan.
• Company-paid Disability, Life and AD&D Insurance.
• 401(k) plan with company match and profit sharing.
• Flexible Spending Accounts, Health Savings Account, and Dependent Care Account.
• Critical Illness, Legal Services, Identity Theft Protection, and Pet Insurance.
• Paid Time Off, Employee Assistance Program, Tuition Reimbursement, Milestone & Anniversary Gifts, philanthropy/corporate contributions, associate giving fund, and discount programs.
• Technology and Home Office Setup: laptop, dual monitors, docking station, wireless keyboard and mouse.
• Flexible Work Arrangements: remote work options and flexible scheduling.
• Professional Development Opportunities: training programs and tuition reimbursement for further education or certifications.
• Career Growth and Advancement: internal mobility, mentorship programs, and leadership development initiatives.
• Company-sponsored social events and team-building activities.
• Employee recognition program.

Location

No location information was provided.

Physical Requirements & Working Conditions

• This position is classified as sedentary work.
• Ability to remain stationary for extended periods while occasionally moving within the office to complete tasks.
• Ability to frequently lift and/or move objects weighing up to 10 pounds and occasionally up to 25 pounds.
• Manual dexterity required for computer operation, writing, and handling materials.
• Clear articulation and voice control required for effective communication with internal and external customers via telephone.
• Specific vision abilities: close vision, peripheral vision, and ability to adjust focus.
• Regular interaction with internal and external customers in a dynamic office environment; occasional exposure to shop environments and associated hazards may occur.
• Ability to manage tight deadlines, shifting priorities, and high volume of information flow while maintaining professionalism.
• Ability to handle sensitive and confidential information.
• Standard office equipment (including laptops and smartphones) is regularly used; noise levels typically range from low to moderate.

Travel Requirements

No travel required for this position.