Accounts Receivable Specialist Lead

Basic Function

The Accounts Receivable Specialist Lead contributes to shaping department policy, coordinates exemption certificate management, and serves as a department representative on cross-functional teams and projects. They help manage aspects of a company's receivables, ensuring accurate and timely collection of payments from customers. This involves applying payments, resolving discrepancies, and managing customer relationships through correspondence that involves email, phone, and customer portal entry.

Essential functions

• Accurately receives and processes payments from various methods, including Lockbox Checks, ACH, Credit Cards, and eCommerce accounts.
• Performs regular reconciliations of customer accounts to ensure financial accuracy and promptly identify discrepancies.
• Utilizes customer portals to facilitate efficient communication and exchange of documentation and account-related information.
• Maintains organized and up-to-date records of invoices, payments, and customer account details in compliance with internal and regulatory standards.
• Serves as a primary point of contact for customer inquiries, providing prompt and courteous support while fostering strong, positive relationships.
• Aids in evaluating customer creditworthiness and helps determine appropriate credit limits for customers.
• Identifies and resolves discrepancies, account errors, and billing issues to ensure the integrity of accounts receivable processes.
• Reviews department policies and collaborates with department leadership to update and communicate accounts receivable policies.
• Collaborates with other departments to find effective solutions to accounts receivable issues.
• Serves as a point of contact for exemption certificate management and compliance.
• Aids in compiling the necessary documentation and data required for business tax filings and compliance.
• Aids in preparing and organizing documents for company audits.

Secondary Functions

• Greets and assists visitors, creating a welcoming environment and ensuring compliance with company safety protocols.
• Provides assistance to other departments with overflow tasks and cross-functional projects.
• Keeps supervisor informed of important developments, potential problems, and all related information necessary for effective management.
• Performs other duties as assigned.
• Attends training as directed by GNE.

Knowledge/Skills/Abilities

• Ability to see a job through to completion and passion to believe in the quality you provide.
• Knowledge of and willingness to follow company policies, programs, procedures, and practices.
• Honesty, dependability and unconditional ethics; ability to maintain confidentiality.
• Treats people with respect; works with integrity and ethically; upholds organizational values.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback, Willingness to assist others.
• Conduct themselves in a professional manner.
• Takes initiative to locate missing information or find possible solutions to an issue.
• Ability to communicate effectively, both orally and in writing, with a wide variety of internal and external people.
• Adapts to changes in work environment; approaches change with a constructive, positive attitude.
• Ability to effectively manage timetables, time requirements and deadlines.
• Knowledge of Company products and markets.

Qualifications and Experience

• Required: Minimum of 3 years of experience in accounts receivable/collections role.
• High school diploma or general education degree (GED).
• Proven organizational skills and the ability to maintain precise records.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to communicate effectively, both orally and in writing, with a wide variety of Company personnel and others.
• PREFERRED: BS or BA degree in Accounting, Finance, or Business-related field.
• Experience with sales tax exemption certificate management, preferably with Avalara software.
• Knowledge of and experience with ERP software, preferably Microsoft’s Business Central.

Machines/Equipment

• Telephone
• Copier
• Printer
• Headset
• Personal computer

Physical Demands

• Frequently required to sit, use hands to handle objects, talk and hear.
• Frequent wrist and/or hand movement is required.
• Must occasionally lift and/or move up to 15lbs.
• Occasionally required to stand, walk, and reach with hands and arms.
• Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Work Environment

• Office: Office setting is climate controlled and the noise level is usually quiet to moderate.
• Warehouse: Warehouse setting is partially climate controlled and the noise level is usually moderate.
• Employees may be regularly exposed to forklifts and other material moving equipment.
• Production/Shop Floor: Shop floor is not climate controlled and the noise level is usually moderate and above. Employees may be regularly exposed to welding, press, saws, grinding and cutting equipment.
• Personal protective equipment is recommended in some areas.