Accounts Receivable Specialist I

Job Summary

Zonatherm Products and ThermFlo provide complete, end-to-end solutions for essential and mission critical power and cooling systems serving various industries. As an Accounts Receivable Specialist I, you will play a crucial role in ensuring accurate invoicing, timely billing, and effective customer support.

Essential Responsibilities

• Invoicing & Billing
• Prepare and send accurate invoices to support smooth project workflow.
• Manage recurring billing, credits, refunds, and sales tax accuracy.
• Maintain correct customer account setup and billing terms.
• Resolve complex billing issues, disputes, and detailed one-off scenarios.
• Apply full-cycle Accounts Receivable (AR) knowledge to ensure timely, accurate processing.
• Follow up on purchase orders, gather information from multiple sources, and identify key details.
• Payment Processing & Reconciliation
• Process customer payments and prepare daily bank deposits.
• Reconcile accounts and resolve discrepancies quickly.
• Keep AR aging clean and up to date.
• AR Management & Customer Support
• Maintain organized AR records and support customer onboarding and credit setup.
• Follow lien policies, process waivers, and track lien status across projects.
• Communicate with customers to resolve issues and encourage timely payment.
• Reporting & Team Collaboration
• Prepare AR aging summaries and ad hoc account reports.
• Support commission processing with accurate paid-job updates.
• Partner with Project Managers and internal teams to keep information flowing.
• Compliance & Process Improvement
• Maintain accurate documentation and support audit needs.
• Uphold compliance with policies, regulations, and internal controls.
• Exercise discretion when handling sensitive information and verifying customer identities.
• Identify and suggest process improvements that strengthen AR operations.
• Contribute solutions that enhance efficiency and accuracy across workflows.

Secondary Responsibilities

• Comprehend and adhere to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents.
• Demonstrate proactive problem solving and adaptability to changing processes, systems, and operational improvements.
• Other duties, as assigned.

Qualifications

• Education: Associate's degree in accounting or equivalent field.
• Experience: 2 years of experience in accounts receivable, collections, or accounts payable.
• Accounting: Understanding of basic principles or finance, accounting, and bookkeeping.
• Invoice Processing: Experience uploading customer invoices to third-party portals and processing payment in various forms (checks, e-payments, credit cards) and having the ability to analyze and manage data in spreadsheets and reports.
• Customer Service: Effective verbal and written communication skills. Ability to maintain a fair, firm, and friendly approach with customers.
• Computer Skills: Ability to use Microsoft Office suite and experience with an accounting software.
• Organizational Skills: Ability to handle multiple tasks, deadlines, and projects at once and stay organized, prioritizing as appropriate.
• Preferred Qualifications: Bachelor’s degree in accounting or equivalent field, Reconciliation: Experience reconciling general ledger accounts, Software: NetSuite and Avalara experience preferred.

Work and Travel Requirements

• Physical Demands: This position requires the ability to operate within an office environment and occasionally lift and/or move up to 10 pounds.
• Work Environment: This job generally operates in a professional clerical, office setting. This role routinely uses standard office equipment such as computers, phones, adding machine, postage machine and photocopiers.
• Position Type and Expected Hours of Work: This is an hourly, full-time hybrid role (3 days in office), operating Monday-Friday with a one (1) hour unpaid lunch.