Accounts Pay/Rec Specialist

Job Description

Job Description

Title: AR Invoicing Admin
Location: Irvine, CA
Pay Rate Range: $28 - $32/hr
Duration: 6 Months
Shift: 1st shift

MUST BE OK WITH 2 SATURDAYS A MONTH

SUMMARY:
Has responsibilities for Invoicing daily sales, performing month-end dock walk audits, tracking non-invoiced work orders on a weekly basis, and daily/weekly/monthly reporting. SCOPE/SUPERVISION AND INTERACTION: The individual contributor will report to the Accounts Receivable Manager and will routinely interact with Operations, Shipping, Planning, Production Support, and other internal teams to support day-to-day accounting invoicing activities. Occasional contact with customers may be required. ESSENTIAL FUNCTIONS:
Invoicing function:
Prepare and issue customer invoices accurately and in a timely manner using the company ERP system.
Verify purchase orders, contracts, shipping documentation, and order entry prior to invoicing to ensure billing accuracy.
Review and reconcile invoice discrepancies, and coordinate corrections with Operations, Sales, and Shipping.
Support month-end close activities related to invoicing and revenue recognition (cutoffs, accruals, reconciliations).
Ensure invoicing processes comply with company policies, contractual terms, and relevant regulations (tax, export controls, etc.).
Provide documentation and support for internal and external audits.
Continuously identify opportunities to improve invoicing processes, automation, and data quality.
AR function, collections only, no cash posting:
Assist on Accounts Receivable collections. Work with contract administrators, customers, and entire AR team to ensure proper collection efforts.
Contact customers via phone or email to collect past-due balances.
Prioritize collection activities based on aging, risk, and account history.
Monitor promises to pay and follow up to ensure commitments are met.
Review A/R aging reports daily/weekly and take action on delinquent accounts and keeps notes on collection attempts.
Investigate short pays, deductions, chargebacks, and invoice disputes.
Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.
ESSENTIAL REQUIREMENTS:
High school diploma or equivalent; Associate s degree in Accounting, Finance, or related field preferred.
Minimum 2 years of relevant invoicing/accounts receivable or accounting experience.
Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
Experience with ERP or billing systems and order-to-cash processes.
Strong attention to detail and accuracy in data entry and reconciliation.
Ability to work overtime and commit to at least two Saturdays per month as business needs require.
Reliable, punctual, and able to meet strict deadlines in a fast-paced environment.
Good written and verbal communication skills; comfortable interacting with internal teams (Operations, Shipping, Sales) and external customers.
Ability to prioritize workload, manage multiple tasks, and escalate issues as appropriate.
Demonstrated problem-solving skills and ability to follow documented procedures.
PREFERRED / DESIRABLE QUALIFICATIONS
Associate s or Bachelor s degree in Accounting, Finance, or related field.
Experience with Microsoft Power BI or other reporting tools.
Prior experience in a manufacturing, distribution, or government-contracting environment.
Familiarity with billing compliance, tax requirements, or export controls related to invoicing.
SCHEDULING REQUIREMENTS
Ability to work occasional extended hours and/or weekends (minimum two Saturdays/month).
Ability to sit at a workstation and perform repetitive keyboard tasks for extended periods.