Senior Accounts Receivable Specialist

Job Description

Job Description

Accounts Receivable Specialist III

The Accounts Receivable Specialist III is a senior-level individual contributor responsible for the accurate and timely processing of the company's accounts receivable, including customer invoicing, cash application, collections, account reconciliation, and aging analysis. This position owns the most complex, high-volume, and escalated customer accounts and serves as a subject matter resource within the accounts receivable function.

The Accounts Receivable Specialist III works closely with the AP/AR Manager, the Finance and Accounting team, internal departments, and customers to maintain accurate customer accounts, resolve discrepancies, reduce past-due balances, improve processes, and support the overall financial health of the organization.

Key Responsibilities include but are not limited to:

Invoice and Credit Distribution

• Distribute customer invoices and credit memos issued by the Billing and Returns team, ensuring they are delivered to the correct billing contacts accurately and in a timely manner.
• Email invoices and credits to customers on a daily basis.
• Confirm successful delivery and follow up on bounced emails, portal rejections, outdated billing contacts, and other delivery failures.
• Support customer billing portal submissions and other customer-specific invoicing and documentation requirements.
• Maintain accurate customer billing records, including billing contacts, payment terms, tax exemption documentation, and account information.
• Identify billing errors or missing documentation noted during distribution or collection activity and refer them to the Billing and Returns team for correction.

Cash Application and Account Maintenance

• Apply customer payments accurately and timely, including checks, ACH, wire, and credit card transactions.
• Research and resolve unapplied cash, short payments, overpayments, and deductions.
• Reconcile customer accounts and ensure balances are accurately stated.
• Process customer refunds and account adjustments in accordance with established approval procedures.
• Maintain complete and organized documentation to support all account activity.

Collections and Aging Management

• Monitor assigned accounts receivable aging and proactively follow up on past-due balances.
• Contact customers by phone, email, and written correspondence to secure payment and resolve payment obstacles.
• Own escalated, complex, and high-exposure collection accounts and drive them to resolution.
• Negotiate payment arrangements within established authority levels and monitor adherence to agreed terms.
• Identify collection risks, recommend credit holds, and escalate accounts for further action when appropriate.
• Document all collection activity, customer commitments, and account notes accurately and consistently.
• Support the placement of accounts with third-party collection agencies and the write-off process as directed.

Reporting, Reconciliation, and Month-End Close

• Prepare and distribute accounts receivable aging and collections activity.
• Provide supporting schedules and documentation for month-end close and financial audits.
• Analyze aging trends, DSO, and bad debt exposure and communicate findings to the AP/AR Manager.
• Assist with allowance for doubtful accounts analysis and related supporting documentation.

Customer Service and Cross-Functional Support

• Serve as a primary point of contact for customer billing and payment inquiries.
• Research and resolve billing discrepancies, disputes, and short-pay issues in a timely and professional manner.
• Collaborate with Sales, Operations, Purchasing, Shipping, Service, and Customer Service to resolve order, shipment, and billing issues affecting collection.
• Support new customer setup, credit applications, credit references, and credit limit reviews.
• Communicate account status and collection concerns to internal stakeholders clearly and proactively.

Compliance and Process Improvement

• Ensure compliance with company policies, internal controls, accounting standards, and applicable regulations.
• Identify inefficiencies and recommend improvements to accounts receivable processes, documentation, and automation.
• Assist in developing and documenting accounts receivable procedures and desk instructions.
• Maintain the confidentiality and integrity of customer and financial information.
• Perform other accounting and financial duties as assigned.

Supervisory Responsibilities

• This position has no direct supervisory responsibilities.
• Provides training, guidance, and day-to-day work direction to less experienced accounts receivable team members.
• Serves as a resource for complex account issues and supports the AP/AR Manager with workload coverage as needed.

Job Requirements:

Education and Experience

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 5 years of progressive experience in accounts receivable, billing, collections, or general accounting.
• Demonstrated experience managing complex, high-volume, or escalated customer accounts.
• Strong understanding of accounts receivable, billing, collections, cash application, reconciliations, and general accounting principles.
• Experience with ERP or accounting systems required.
• Experience with multi-entity or high-volume transaction environments preferred.

Knowledge, Skills, and Abilities

• Excellent attention to detail and commitment to accuracy.
• Strong analytical and problem-solving abilities.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, including professional and persistent collections communication.
• Ability to professionally manage customer relationships while protecting the company's financial interests.
• Strong understanding of internal controls and financial processes.
• Ability to identify inefficiencies and recommend process improvements.
• High level of integrity and ability to handle confidential financial information.
• Ability to work independently with minimal supervision while collaborating effectively across departments.
• Ability to serve as a mentor and technical resource to less experienced team members.

Equipment & Technology Usage

• Computers/Laptops: For daily tasks, communication, and project management.
• Printers/Scanners: For printing documents and scanning files.
• Phones/Headsets: For calls, meetings, and communication.
• Collaboration Software: Tools like Microsoft Teams, Slack, and Zoom for team communication and meetings.
• Office Software: Microsoft Office Suite (Word, Excel, PowerPoint) for documentation and data management.
• File Storage/Sharing: Cloud platforms like Google Drive or OneDrive for file storage and collaboration.
• Video Conferencing Tools: Zoom or similar platforms for virtual meetings.

Physical Job Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to communicate effectively in person, by phone, and electronically.
• Ability to occasionally lift or move office materials weighing up to 15 pounds.

Work Environment/Exposure to Environmental Conditions

This position primarily operates in a professional office environment and regularly uses standard office equipment, including computers, phones, and other technology.

Tri-Imaging Solutions is an equal opportunity employer and is committed to providing a workplace that promotes professionalism, collaboration, accountability, and continuous improvement.