Accounts Receivable Specialist

About the Role

The Accounts Receivable Specialist maintains and performs the daily accounts receivable functions of the company, ensuring timely collection of outstanding invoices, accurate financial records, and strong customer relationships.

Responsibilities

• Collect accounts receivable by contacting clients via telephone or email.
• Gather and verify invoices for appropriate documentation prior to payment.
• Review customer agreements to ensure proper billing.
• Maintain accounts receivable records to ensure aging is up to date, credits and collections are applied, uncollectible amounts are accounted for, and miscellaneous differences are cleared.
• Respond to customer inquiries regarding billing, payments, and account discrepancies.
• Distribute invoices, statements, and reminder notices accurately and on time.
• Manage recurring billing schedules and update account information as required.
• Collaborate with sales and customer service teams to resolve disputes.
• Communicate discrepancies to the AR Manager, identify slow-paying customers, and recommend collection candidates.
• Implement collection strategies to minimize outstanding balances.
• Assist with audits by preparing documentation support for the AR Manager.
• Ensure compliance with company policies, financial regulations, and internal controls.
• Strengthen and grow relationships with clients by communicating regarding past-due accounts.
• Assist in streamlining the accounts receivable process by identifying areas for customer performance improvement.
• Ensure customer satisfaction while enforcing payment terms and conditions.
• Analyze trends and identify opportunities for process improvement or risk mitigation.
• Review and validate resale and sales tax exemption forms submitted by customers.
• Review and approve RMAs for refund.
• Cross-train members of the department to ensure continuity of work.
• Support company projects involving AR to contribute to quality outcomes.

Requirements

• Minimum 3 years of AR experience, including high-volume billing.
• Strong attention to detail and data accuracy.
• Proficiency with Excel and accounting/ERP software.
• Excellent communication and customer-service skills.
• Strong organizational and time-management abilities.
• Ability to work independently and meet deadlines.
• Exercise integrity and confidentiality in financial reporting.
• Comply with national and local financial requirements.

Work Environment

The work environment is primarily indoors in a professional office setting with carpeted floors. Occasionally, the role may require work in a warehouse environment, on projects, or in the field with outside sales. The position is hybrid, with 2 days of remote work per week, and is based in Orange County.

Schedule

The work schedule is 5 days per week, 8 hours per day, typically from 8 AM to 5 PM. Start times may vary, and hours are subject to change based on business needs.

Physical and Mental Demands

• Sedentary work, exerting up to 10 pounds of force occasionally.
• Constant sitting and use of upper extremities to reach, handle, and position tools/equipment.
• Ability to efficiently use Microsoft Office Programs and project management systems.
• Maintain confidentiality of company information.
• Strong interpersonal skills and ability to build relationships with internal stakeholders, including international affiliates.