Specialist, Accounts Receivable Operations

Invoicing & Account Processing

• Prepare, validate, and submit client invoices accurately and on time according to contract terms and client-specific requirements.
• Reconcile timekeeping, expense, and payroll data to confirm accuracy prior to billing.
• Track and manage purchase orders (POs), cost codes, and work orders to ensure proper funding and approval alignment.
• Submit and monitor invoices through client and third-party systems (OpenInvoice, Ariba, Cortex, Fieldglass, or other VMS tools).
• Audit and maintain complete supporting documentation including jobsheets, client approvals, and project references.
• Collaborate with Payments, Payroll, and Accounting teams to resolve discrepancies and ensure data integrity prior to revenue recognition and invoice submission.
• Track submission progress and contribute to month-end reporting.

Collections & Account Management

• Manage accounts receivable aging for assigned portfolios to ensure prompt payment and minimal delinquency.
• Conduct consistent outreach to client contacts and intermediaries to confirm invoice receipt, resolve disputes, and secure payment commitments.
• Log all communications, payment activity, and resolution updates within collections software for visibility and continuity.
• Partner with Sales, Account Management, and Operations to address recurring issues, coordinate on approvals, and enhance customer experience.
• Work with Managed Service Providers (MSPs) and vendor management intermediaries to ensure compliance with payment and approval processes.
• Support reconciliation of unapplied cash and assist Accounting during monthly close to ensure accuracy in financial reporting.
• Monitor client trends, flag potential risks, and communicate delays or anomalies to leadership for resolution.

Cross-Functional Collaboration & Continuous Improvement

• Collaborate with Sales, Account Management, and Customer Support teams to align on client status, open issues, and strategic account priorities.
• Partner with broader Financial Operations functions (Payroll, Payments, Invoicing, Cash, Credit, and Collections) to resolve complex account reconciliations or delinquent balances.
• Participate in audits and process reviews, ensuring documentation and reporting meet internal and client standards.
• Coordinate with Data, Systems, and Engineering teams to enhance process automation, reporting accuracy, and system integration.
• Identify and communicate recurring process challenges; propose improvements and support implementation of new workflows or documentation updates.
• Contribute to team meetings, training sessions, and cross-functional initiatives that strengthen collaboration and operational consistency.

Experience and Education Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent experience.
• 3+ years of experience in invoicing, billing, collections, or accounts receivable, preferably within staffing, labor services, or energy industries.
• Hands-on experience with ERP systems (NetSuite or comparable) and collections software for tracking activity and communications.
• Strong understanding of purchase order management, cost code tracking, work order reconciliation, and customer reporting.
• Proficiency with third-party invoicing and Vendor Management Systems (VMS) such as OpenInvoice, Ariba, or Fieldglass.
• Strong analytical and problem-solving abilities with exceptional attention to detail.
• Proven ability to manage priorities and deadlines in a fast-paced, high-volume environment.
• Excellent written and verbal communication skills, capable of explaining financial information clearly to both technical and non-financial audiences.
• Demonstrated collaboration skills with Sales, Account Management, and cross-functional Financial Operations teams.
• Commitment to professional integrity, accuracy, and customer service.

Additional Experience Preferred, but Not Required

• Experience with oil and gas industry clients (Upstream or Midstream).
• Familiarity with Salesforce, Tableau, or Sigma dashboards.
• Exposure to process automation or AI-supported data validation tools.
• M&A integration or system migration experience.

Essential Job Functions

• Regular, on-time attendance
• Ability to travel 10% of the time
• Ability to communicate effectively
• Ability to use office equipment such as a computer, copier and telephone
• Ability to use office computer programs such as e-mail, Google Docs, Microsoft Word, PowerPoint and Excel
• Occasionally remain in a stationary position, often standing or sitting for prolonged periods