Accounts Receivable Specialist

Microsoft Dynamics NAV / BC (Coming Soon) Accounts Receivable Specialist Finance & Accounting Department Exempt | Full-Time Job Title: Accounts Receivable Specialist Department: Finance & Accounting Reports To: Accounting Manager / Controller FLSA Status: Exempt Employment Type: Full-Time ERP System: Microsoft Dynamics NAV / BC (Coming Soon) Position Summary The Accounts Receivable Specialist is responsible for managing and maintaining the company's accounts receivable functions, ensuring accurate and timely recording of customer transactions, and supporting the overall financial health of the organization. This position also assists with accounts payable invoice processing, credit application review, ERP data entry, customer follow-up, and departmental clerical support. The ideal candidate is detail-oriented, organized, proficient in Excel and possesses strong communication skills with the ability to manage multiple priorities in a fast‑paced accounting environment. Accounts Receivable Responsibilities Post and apply customer payments (checks, ACH, wire transfers, and credit cards) to the appropriate accounts. Reconcile accounts receivable ledger to ensure all payments are accounted for and properly posted. Monitor aging reports and proactively identify past‑due accounts for collection follow‑up. Generate, review, and distribute accurate customer statements weekly, in a timely manner. Contact customers via phone, email, and written correspondence to resolve outstanding balances and disputes. Research and resolve billing discrepancies, short payments, and customer account issues in a professional manner. Maintain accurate and up-to-date customer account records within the ERP system. Accounts Payable Support Receive, review, and process some vendor invoices for accuracy, proper authorization, and adherence to company policy. Occasionally match purchase orders, receiving documents, and invoices (three‑way match) as required, when covering for other employees during vacation. Code and enter approved A/P invoices into the ERP system with correct general ledger account assignments. Communicate with vendors and internal departments to resolve invoice discrepancies or missing documentation. Assist in the preparation of payment runs and maintain vendor account records as needed. ERP System & Transaction Entry Accurately enter all financial transactions, including A/R receipts and A/P invoices, into the company ERP system. Ensure all data entries are properly coded, documented, and reconciled to supporting source documents. Run and distribute standard accounting reports from the ERP system as directed by management. Assist with ERP system maintenance tasks, including updating customer and vendor master records. Credit Application Processing Receive and review new customer credit applications for completeness and accuracy. Obtain trade references, bank references, and credit reports to support the credit evaluation process. Compile credit information and present findings to the Accounting Manager or Controller for approval. Communicate credit decisions to customers and internal sales team in a timely and professional manner. Maintain organized credit files for all customers in accordance with company records retention policies. Monitor existing customer credit limits and flag accounts requiring credit limit review. Customer Follow‑Up & Collections Conduct proactive outreach to customers on past‑due invoices in accordance with the company collections policy. Negotiate payment arrangements on delinquent accounts and document all collection activity in the ERP system. Escalate unresolved collection issues to the Accounting Manager as appropriate. Maintain a professional and positive relationship with customers while firmly enforcing payment terms. Coordinate with the sales team regarding customer account status and collection activities as needed. Clerical & Administrative Duties Perform general filing, scanning, and document management for the accounting department. Sort and distribute incoming mail, checks, and correspondence related to accounts receivable and payable. Prepare and organize documentation for month‑end close, audits, and internal reviews. Answer departmental phones and respond to inquiries from customers, vendors, and internal staff. Assist with special projects and ad hoc tasks as assigned by the Accounting Manager or Controller. Qualifications & Requirements Education Associate's degree in Accounting, Finance, Business Administration, or a related field required. Bachelor's degree preferred but not required; equivalent work experience will be considered. Experience Minimum of 2 years of accounts receivable experience required; A/P experience a plus. Prior experience with ERP systems (e.g., SAP, Oracle, NetSuite, Microsoft Dynamics, or similar) strongly preferred. Experience processing credit applications and conducting collections follow‑up preferred. Knowledge, Skills & Abilities Strong understanding of basic accounting principles and accounts receivable/payable processes. Proficiency in Microsoft Office Suite, with advanced Excel skills (VLOOKUP, pivot tables, data reconciliation). Exceptional attention to detail and accuracy in data entry and financial record‑keeping. Strong organizational skills with the ability to manage multiple tasks and meet deadlines. Excellent verbal and written communication skills for effective customer and vendor interaction. Ability to work both independently and collaboratively within a team environment. Professional demeanor with a strong sense of integrity and confidentiality in handling financial data. Problem‑solving ability with a proactive approach to identifying and resolving discrepancies. Working Conditions This position operates in a standard office environment. The role requires extended periods of sitting, computer use, and telephone work. Occasional overtime may be required during month‑end close, audit periods, or peak business cycles. Disclaimer The above statements are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as business needs dictate. #J-18808-Ljbffr Flavor Materials International