Accounts Receivable Specialist

Overview

This position supports the Accounts Receivable function across all organizational entities, handling invoicing, cash application, collections, account reconciliations, contract administration support, customer account maintenance, and accounts receivable reporting. The role ensures timely and accurate processing of receivable transactions while delivering excellent internal and external customer service.

Responsibilities

Accounts Receivable Operations

• Process invoices for membership, exhibitions, sponsorships, training, certifications, licensing, and other revenue streams and reimbursements across multiple entities
• Apply customer payments accurately and timely within Map Your Show, Fonteva, Sage Intacct, and related systems
• Research and resolve unapplied cash, unidentified receipts, short payments, and payment discrepancies
• Maintain customer account records and ensure billing information is accurate and up to date
• Process invoice adjustments, credits, refunds, cancellations, booth moves, and payment reallocations as approved
• Monitor accounts receivable balances and assist with collection efforts on past-due accounts
• Prepare and distribute customer statements, payment reminders, and collection correspondence
• Respond to internal and external stakeholder inquiries regarding invoices, account balances, payment status, vendor request forms, transfer/refund request, and billing issues

Collections Support

• Conduct and document routine collection activities through email, phone, and written correspondence
• Follow established collection procedures and escalate delinquent accounts to the Manager, Accounts Receivable when appropriate
• Maintain documentation of collection efforts and payment arrangements
• Collaborate with Sales and business teams to resolve customer disputes and billing discrepancies

Financial Reporting & Reconciliations

• Prepare for review monthly reconciliations of accounts receivable-related balance sheet accounts as assigned
• Work with the Manager, Accounts Receivable to reconcile transactional activity to Sage Intacct and investigate discrepancies
• Assist with month-end and year-end close processes related to accounts receivable
• Prepare supporting schedules and documentation for account reconciliations and audits
• Post routine journal entries related to accounts receivable activities as assigned
• Support the preparation of ageing reports and collection status reports for management review
• Prepare and distribute accounts receivable reporting and collection metrics to Finance leadership and business stakeholders

Contracts & Billing Administration

• Support contract administration activities within Conga and related systems
• Generate and distribute customer invoices based on approved contracts and orders
• Verify billing terms, payment schedules, and customer information prior to invoice issuance
• Escalate contract and billing discrepancies to the Manager, Accounts Receivable
• Maintain supporting documentation related to customer contracts and billing records

Systems & Process Support

• Maintain data accuracy within Salesforce, Fonteva, Map Your Show, Sage Intacct, and related systems
• Identify transaction issues, processing errors, or system inconsistencies and escalate as appropriate
• Assist with testing, documentation, and implementation of system enhancements and process improvements
• Contribute to continuous improvement initiatives that enhance efficiency, customer service, and data quality

Other Duties

• Support audit requests, and special project work, as assigned
• Support Finance & Administration leadership in cross-functional initiatives
• Contribute to continuous improvement efforts within the Finance team and undertake additional responsibilities as required
• Comply with all organizational policies and procedures

Qualifications

Education

• Associate degree in Accounting, Finance, Business Administration, or related field preferred
• Equivalent combination of education and relevant experience may be considered

Experience

• Minimum 3 years of Accounts Receivable, billing, collections, cash application, or general accounting experience
• Experience processing high volumes of invoices and customer payments preferred
• Experience resolving customer account issues and performing account reconciliations
• Experience with CRM, event management, or ERP systems preferred

Technical Skills

• Sage Intacct, Salesforce, and exhibition invoicing software experience preferred
• Proficient in Microsoft Excel, including data analysis and reconciliation functions
• Strong attention to detail and accuracy
• Strong analytical and problem-solving abilities
• Strong written and verbal communication skills with a customer service focus
• Ability to organize, prioritize, and manage multiple deadlines
• Ability to work collaboratively across departments and with external customers

Compensation & Benefits

• Starting base pay range: $68,000-$75,000
• Individual compensation will be commensurate with candidate's experience
• Full benefits eligibility
• Staff level annual incentive bonus program

Location

• Remote (USA)
• Alt Work Eligibility: CWW-Y, Remote-Y

Equal Employment Opportunity

The organization provides equal employment opportunities to all qualified persons and recruits, hires, trains, promotes, and compensates employees without regard to age, race, color, religion, sex, national origin, disability, sexual orientation, or any other category protected by law.