AR/Administrative Specialist

About the role

The Accounts Receivable Specialist / Administrative Specialist is responsible for the day-to-day accounts receivable and administrative functions of the location. This position works closely with the Warehouse Manager, Sales Team, and Corporate Accounting to ensure customer payments are processed accurately, accounts remain current, daily financial activity is reconciled, and customers receive outstanding service.

Responsibilities

• Payment Processing & Cash Application
• Receive and process customer payments by cash, check, and credit card.
• Accurately apply payments to customer accounts.
• Monitor and resolve unapplied or misapplied payments.
• Research and correct payment discrepancies in a timely manner.
• Daily Deposits & Reconciliation
• Prepare daily bank deposits.
• Reconcile daily payment activity with company systems and warehouse records.
• Investigate and resolve reconciliation discrepancies.
• Maintain accurate records supporting all financial transactions.
• Customer Account Support
• Assist customers with billing, payment, account balance, and account discrepancy questions.
• Work collaboratively with internal departments to resolve account issues promptly and professionally.
• Provide exceptional customer service while maintaining professionalism and confidentiality.
• Internal Reporting
• Prepare reports related to payment activity, outstanding balances, deposits, and accounts receivable.
• Maintain documentation supporting audits, internal controls, and compliance requirements.
• Aid with month-end reporting and other accounting projects as assigned.
• Sales Support
• Partner with the Sales Team by providing account status updates, payment history, and customer balances.
• Aid with customer account questions and credit-related matters.
• Maintain confidentiality of customer financial information.
• Recordkeeping & Compliance
• Maintain accurate customer account files and transaction records.
• Follow company policies regarding payment handling, cash controls, and month-end reconciliation.
• Maintain records in accordance with company policies and applicable accounting standards.
• Protect confidential financial and customer information.
• General Administrative Responsibilities
• Provide excellent customer service to internal and external customers.
• Answer incoming telephone calls and direct inquiries appropriately.
• Absorb reports, billing, collections, filing, data entry, and general office administration.
• Maintain an organized and professional office environment.
• Perform other duties as assigned.

Qualifications

• Previous experience in accounts receivable, bookkeeping, accounting, or administrative support preferred.
• Experience processing customer payments, bank deposits, reconciliations, billing, collections, and customer account management.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with accounting or ERP software preferred.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong mathematical aptitude and attention to detail.
• Able to prioritize multiple tasks while maintaining a high degree of accuracy.
• Able to work independently and collaboratively within a team.

Work Styles

• Exceptional attention to detail.
• Strong organizational skills.
• Accuracy.
• Integrity.
• Dependability.
• Ability to recognize discrepancies before they become larger issues.

Work Environment

• Frequent use of computers, telephones, calculators, printers, copiers, and other standard office equipment.
• Regular interaction with customers, warehouse personnel, sales representatives, and staff.
• Moderate noise level typical of a warehouse and distribution facility.
• Ability to remain seated for extended periods while performing computer and administrative work.
• Frequent use of hands and fingers to operate a keyboard, calculator, telephone, copier, and other office equipment.
• Frequent talking and hearing to communicate effectively with customers, coworkers, vendors, and corporate personnel in person and by telephone.
• Close vision required to read computer screens, financial documents, invoices, reports, and other written materials.
• Occasional lifting, carrying, pushing, or pulling up to 20 pounds, including files, office supplies, paper products, and bank deposit materials.
• Occasional standing, walking, bending, reaching, and stooping throughout the office and warehouse administrative areas.