Accounts Receivable & Customer Service Representative

About the role

The AR & Customer Service Specialist plays a key role in supporting customer accounts, order execution, and revenue flow within the KW Oil division. This position ensures accuracy across order processing, billing, and accounts receivable while partnering cross-functionally with operations and finance.

Responsibilities

• Support Customer Orders & Operations
• Accurately enter, validate, and manage customer orders in alignment with product specifications, pricing, and delivery requirements
• Partner with the Sr. Customer Service Specialist to ensure consistency in order accuracy and customer communication
• Coincide with Dispatch and Warehouse Leadership to ensure timely and accurate order fulfillment
• Proactively identify and resolve gaps related to scheduling, product availability, or delivery execution
• Manage Accounts Receivable & Financial Accuracy
• Process and apply incoming payments (check, ACH, and other forms) while maintaining accurate account balances
• Monitor aging reports and proactively support collection efforts on past due accounts
• Perform credit checks and assist with new customer account setup
• Investigate and resolve billing discrepancies in partnership with customers, sales, and finance
• Support account reconciliation, reporting, and month-end close processes, including generating customer statements
• Maintain Data Integrity & Documentation
• Ensure accuracy and consistency across invoices, order records, and financial documentation
• Maintain alignment between operational and financial systems
• Develop working knowledge of KW Oil products, pricing structures, and workflows to support execution
• Deliver Strong Customer Experience
• Provide timely, professional communication to internal and external stakeholders
• Possess cross-functional collaboration to resolve issues efficiently and maintain service standards

Requirements

• 2+ years of relevant experience, in an accounts payable or general accounting scope
• Strong communication and interpersonal skills
• Intermediate math skills with the ability to calculate figures and amounts, such as discounts and adjustments
• Proficient in Microsoft Office tools, such as Outlook and Excel
• Ability to handle sensitive and confidential information appropriately