Accounts Receivable Specialist

Accounts Receivable Specialist

We are seeking an experienced Accounts Receivable Specialist to support accounts receivable, collections, cash application, customer account reconciliation, and reporting activities.

This position is responsible for monitoring outstanding receivables, collecting past-due balances, researching payment and invoice discrepancies, maintaining accurate collection documentation, and partnering with internal teams to resolve customer account issues. The role also supports month-end activities, including dock walk audits, monitoring non-invoiced shipments, and other accounting and reporting responsibilities.

The ideal candidate has at least two years of accounts receivable or accounting experience, strong Microsoft Excel skills, experience with ERP or billing systems, and the ability to manage multiple priorities and deadlines within a fast-paced environment.

Work Schedule

• Shift: 1st Shift
• Must be available to work two Saturdays per month.
• Must be available during month-end close, including at minimum the first three business days of each month.
• Overtime may be required based on business needs, deadlines, and reporting requirements.
• Must be able to adjust schedule as needed to support month-end and other time-sensitive accounting activities.

Key Responsibilities

Accounts Receivable & Collections

• Support Accounts Receivable collection activities by working with customers, contract administrators, and the A/R team to ensure timely and effective collection efforts.
• Contact customers via email and phone regarding: past-due balances, payment status, account balances, invoice discrepancies, disputes, and other accounts receivable matters.
• Review A/R aging reports on a daily and weekly basis and take appropriate action on delinquent accounts.
• Prioritize collection activities based on aging, payment risk, customer history, and business impact.
• Monitor promises to pay and follow up to ensure customer commitments are met.
• Maintain accurate notes documenting collection attempts, customer communications, payment commitments, and follow-up activities.
• Assist with credit hold and release reviews and provide escalation recommendations for high-risk or past-due accounts.
• Provide management with updates regarding collection efforts, high-risk accounts, dispute status, and expected cash receipts.

Cash Application & Account Reconciliation

• Support cash application and customer account maintenance activities.
• Research and resolve short payments, deductions, chargebacks, unapplied payments, invoice discrepancies, and customer disputes.
• Assist with account reconciliation and payment discrepancy research.
• Support credit memo and additional billing creation as needed.
• Ensure transactions and account activity are processed accurately and in accordance with established accounting procedures and internal controls.

Cross-Functional Coordination

• Partner with internal teams including Sales, Customer Service, Contracts, Operations, Shipping, Planning, Production Support, and Key Account Managers.
• Coordinate with internal stakeholders to resolve billing, shipping, documentation, and payment issues in a timely manner.
• Gather and provide customers with supporting documentation as needed, including invoices, statements, proof of delivery, shipping documentation, and other customer account support.

Month-End & Dock Walk Audits

• Perform monthly dock walk audits on the last business day of each month.
• Verify shipping boxes and corresponding shipping documentation against the non-invoiced shipper list.
• Follow up with the Shipping Department regarding boxes or shipments not properly reflected on the list.
• Verify shipments that have been shipped but not invoiced within the same month.
• Monitor outstanding non-invoiced shipments and perform necessary follow-up.
• Support month-end close activities and related accounting deadlines.

Reporting & Accounting Support

• Prepare and maintain required daily, weekly, and monthly reports.
• Track non-invoiced work orders and shipments on a weekly basis.
• Support ad-hoc accounting and reporting projects as required.
• May assist with additional accounting responsibilities as proficiency is demonstrated, including journal entries, account reconciliations, financial and operational reports, and other accounting support activities.
• Assist with maintaining compliance with established accounting policies, procedures, and internal controls.

Required Qualifications

• Minimum of 2 years of relevant Accounts Receivable or accounting experience.
• Bachelor's degree preferred, ideally in Accounting, Finance, or a related field.
• Strong knowledge of accounts receivable and collection processes.
• Experience with ERP or billing systems and order-to-cash processes.
• Proficiency with Microsoft Excel, including Pivot Tables, VLOOKUP/XLOOKUP, INDEX/MATCH, and basic formulas.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Strong written and verbal communication skills.
• Comfortable communicating with external customers and internal Operations, Shipping, Sales, and other business teams.
• Ability to prioritize workload and manage multiple responsibilities simultaneously.
• Ability to meet strict deadlines within a fast-paced environment.
• Strong problem-solving and issue-resolution skills.
• Ability to follow established procedures and appropriately escalate issues.
• Reliable and punctual with the ability to work overtime as business needs require.

Preferred Qualifications

• Experience with Microsoft Power BI or similar reporting tools.
• Previous experience within a manufacturing, distribution, or government contracting environment.
• Experience supporting month-end accounting activities.
• Experience with cash application, collections, account reconciliation, and order-to-cash processes.