Accounts Receivable Specialist I

Who We Are
Quality Work. Quality Results.

Bay West stands at the forefront of the environmental consulting and remediation sector. Our dedication to safety, innovation, and our skilled team has driven us for over fifty years, delivering top-tier environmental consulting, industrial, and emergency response services. At Bay West, you'll be driven to innovate and make a real impact on environmental issues, all while advancing your career in a dynamic and supportive environment.

This Opportunity

We are looking for an Accounts Receivable (AR) Specialist to join our team! This role is responsible for supporting the company's cash flow by ensuring invoices are accurate, payments are applied correctly, and outstanding balances are followed up on in a timely manner. You will manage the full accounts receivable process, including billing, payment posting, collections, reporting, and account reconciliation. This position works closely with project teams and clients to resolve billing questions and keep accounts current. This is a great opportunity for someone who is organized, detail-oriented, and comfortable working with both numbers and people. This is a hybrid position, requiring weekly in-office work at our St. Paul, Minnesota location.

Your Key Responsibilities

1. Invoice and Payment Management

• Generate, review, and send invoices to clients accurately and on time.
• Ensure all billing complies with company policies and contractual agreements.
• Monitor incoming payments and apply them correctly to customer accounts.
• Follow up on past-due invoices and outstanding balances.

2. Collections

• Contact customers regarding overdue payments through calls, emails, or letters.
• Negotiate payment plans or settlements when necessary.
• Escalate delinquent accounts to management or collections agencies when required.
• Maintain detailed records of collection activities.

3. Account Reconciliation and Reporting

• Reconcile customer accounts regularly to ensure accurate balances.
• Investigate and resolve discrepancies or disputes in accounts.
• Prepare AR reports, aging reports, and inputs to cash flow forecasts for management.
• Analyze trends in customer payment behavior to identify risks or opportunities.

4. Collaboration and Communication

• Work closely with project teams, service teams, and finance/accounting to resolve billing or payment issues.
• Serve as a point of contact for clients regarding invoices, account statements, or payment inquiries.
• Support internal and external audits by providing AR documentation and reports.

5. Process Improvement and Compliance

• Recommend and implement improvements in AR processes to increase efficiency.
• Ensure compliance with accounting standards, internal controls, and company policies.
• Assist with month-end and year-end closing processes.

6. Technology and Systems Management

• Utilize accounting software (ERP) for AR transactions.
• Maintain accurate records in financial systems.
• Generate and interpret AR-related metrics using software tools.

Who You Are

Required Qualifications

• High school diploma or GED and five years of experience in accounts receivable, billing, collections, or a related accounting role, or an equivalent combination of education and experience.
• Strong analytical and problem-solving skills with high attention to detail.
• Excellent written and verbal communication skills including negotiation abilities.
• Familiarity with accounting software and ERP systems.
• Intermediate proficiency in Microsoft Excel and financial reporting tools.
• Solid understanding of financial regulations and internal controls.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Experience in project-based billing or contract-based invoicing.
• Knowledge of environmental consulting, construction, or industrial services industries.
• Experience supporting audits or working with cross-functional project teams.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift up to 15 pounds.

Benefits

Bay West offers a comprehensive benefits package available to eligible employees, including but not limited to paid time off, health insurance options, ancillary benefits to support life at all stages, 401(k), employee assistance programs, and subsidies for professional development.

Bay West is an Equal Opportunity Employer.