Accounts Receivable Specialist

Overview

This Accounts Receivable Specialist position manages customer accounts to ensure timely collection of outstanding invoices. Responsibilities include applying customer payments, resolving billing discrepancies, and maintaining accurate accounts receivable records. The role works closely with Sales, Customer Service, Operations, and Accounting to support customer relationships, maintain accurate account information, maximize cash flow, and minimize bad debt exposure.

Responsibilities

Accounts Receivable Management

• Generate, distribute, and monitor customer invoices.
• Apply customer payments accurately and timely.
• Reconcile customer accounts and research discrepancies.
• Maintain accurate accounts receivable records and supporting documentation.
• Process credits, deductions, and adjustments in accordance with company policies.

Collections and Cash Management

• Monitor accounts receivable aging reports and proactively follow up on overdue balances.
• Contact customers regarding past-due invoices through phone, email, and written correspondence.
• Recommend payment arrangements to management when appropriate.
• Escalate delinquent accounts to management in accordance with established procedures.
• Support cash flow objectives through timely and consistent collection activities.

Customer Account Support

• Respond to customer inquiries regarding invoices, statements, payments, and account balances.
• Research and resolve payment disputes, pricing discrepancies, and billing issues.
• Collaborate with Sales, Customer Service, and Operations to resolve customer concerns that may impact payment.
• Maintain positive, professional customer relationships while consistently enforcing established payment terms.

Reporting, Analysis, and Support

• Prepare accounts receivable aging reports and collection status updates.
• Identify trends related to delinquent accounts and customer payment activity.
• Assist with month-end closing activities and account reconciliations.
• Support internal and external audit requests as needed.
• Provide information and recommendations to management related to past-due receivables and collection activities.

Process Improvement

• Assist with maintaining and improving accounts receivable processes, controls, and procedures.
• Identify opportunities to improve billing accuracy, collection efficiency, and cash application processes.
• Support ERP system enhancements and other continuous improvement initiatives.

Requirements

Education

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

Experience

• 2-5 years of accounts receivable, collections, or accounting experience.
• Manufacturing industry experience preferred.
• Experience with ERP systems and accounting software.
• Experience managing a high-volume customer portfolio is preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounts receivable principles and collection practices.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to analyze account activity and identify discrepancies.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to professionally handle sensitive customer interactions.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.

Preferred Manufacturing-Specific Experience

• Understanding of customer purchase orders, sales orders, shipping documents, and invoicing processes.
• Familiarity with OEM, industrial, distribution, or contract manufacturing customers.
• Experience working with deductions related to freight claims, pricing disputes, returned goods, and quality issues.
• Knowledge of ERP systems such as Epicor, SAP, Oracle, Microsoft Dynamics, IQMS, Plex, or Infor.

Key Performance Indicators (KPIs)

• Days Sales Outstanding (DSO)
• Percentage of past-due receivables
• Aging portfolio management

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Occasional lifting of office materials up to 20 pounds.
• Ability to communicate effectively by phone, video conference, and email.

Location

Remote — preference if located near one of our facilities.

Schedule

M-F.

Compensation & Benefits

• FLSA Status: Exempt.

Equal Employment Opportunity

The employer provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.