Accounts Receivable Specialist

Key Responsibilities

• Manage assigned customer accounts and proactively monitor outstanding receivables.
• Cultivate and maintain positive customer relationships through proactive communication.
• Conduct timely and professional collection efforts through email, phone, and other appropriate communication channels.
• Follow up on outstanding invoices before and after the due date to minimize past-due balances.
• Develop and maintain collection plans for delinquent accounts.
• Identify collection risks and escalate significant issues to the appropriate Project Manager, Operations Leader, or CFO.
• Research and resolve customer account discrepancies, including billing issues, short payments, credits, unapplied cash, and disputed invoices.
• Work closely with Project Managers and Operations to resolve issues preventing customer payment.
• Maintain accurate documentation of collection activity, customer commitments, disputes, and next steps.
• Monitor customer accounts to identify potential bad debt and recommend appropriate action.
• Absorb and apply customer payments to the appropriate customer accounts and invoices.
• Process cash receipts promptly and ensure payments are accurately reflected in the accounting system.
• Process customer credit card payments and deposits in accordance with company procedures.
• Investigate and resolve unapplied or misapplied cash.
• Maintain accurate supporting documentation for cash receipts and deposits.
• Maintain accurate AR aging reports and supporting schedules.
• Monitor DSO, past-due balances, collections activity, and other AR metrics.
• Prepare weekly AR reporting and collection updates for management.
• Prepare AR and cash collection forecasts and communicate changes in expected collections.
• Reconcile the AR subledger to the general ledger and investigate variances.
• Maintain reporting related to bad debt, customer refunds, disputes, and other significant AR issues.
• Provide the CFO and accounting leadership with regular updates regarding AR aging, collection risks, cash forecasts, and significant customer issues.
• Maintain an organized and accurate AR filing and documentation structure.
• Complete all AR-related month-end and year-end close activities accurately and on schedule.
• Ensure cash receipts, credits, adjustments, and other AR activity are properly recorded.
• Prepare supporting schedules and documentation for financial reporting.
• Assist with internal and external audit requests related to accounts receivable and cash receipts.
• Investigate and resolve outstanding reconciliation items in a timely manner.
• Partner closely with Project Managers and Operations Leaders to facilitate timely customer collections.
• Be prepared for recurring PM meetings with current AR balances, aging information, collection status, and identified issues.
• Follow up on outstanding receivables prior to PM meetings and provide clear updates on collection status.
• Help identify operational or billing issues contributing to delayed collections.
• Communicate collection plans and customer issues clearly to internal stakeholders.
• Develop strong working relationships across Finance, Operations, Sales, and Project Management.
• Maintain organized documentation supporting customer accounts, collections, payments, and AR activity.
• Support internal and external audits by providing accurate documentation and timely responses.
• Maintain AR procedures, desk references, and process documentation.
• Provide backup administrative support as needed.
• Participate in company meetings, events, and other activities as requested.

Qualifications

• 2+ years of accounts receivable, collections, accounting, or related experience.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Strong follow-up and problem-solving abilities.
• Ability to manage multiple customer accounts and competing priorities.
• Proficiency with Microsoft Excel and Microsoft Office.
• Ability to work independently while collaborating effectively with cross-functional teams.