Accounts Receivable Specialist

Accounts Receivable Specialist

The Accounts Receivable Specialist is responsible for the accurate and timely management of the Company's accounts receivable function, including billing, cash application, account reconciliation, collections, customer account maintenance, and resolution of outstanding balances.

This position plays an important role in maintaining healthy cash flow and accurate financial records by actively monitoring customer accounts, following up on past-due balances, resolving billing discrepancies and deductions, and ensuring payments are properly applied.

The ideal candidate is organized, detail-oriented, comfortable communicating with commercial customers, and able to independently manage a high volume of transactions while maintaining strong working relationships with Sales, Customer Service, Operations, and Accounting.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

• Generate and distribute customer invoices accurately and timely.
• Process customer payments received by check, ACH, wire transfer, credit card, and other payment methods.
• Apply payments accurately to customer accounts.
• Prepare and reconcile daily cash receipts and bank deposits.
• Maintain accurate customer account records.
• Monitor accounts receivable aging reports and identify overdue accounts.
• Contact customers regarding outstanding balances while maintaining professional customer relationships.
• Investigate and resolve customer billing discrepancies, deductions, short payments, and unapplied cash.
• Process customer credit memos, adjustments, and refunds with appropriate approvals.
• Coordinate with Sales, Customer Service, and Operations to resolve billing and payment issues.
• Recommend customer credit holds or releases based on established company policies.
• Reconcile Accounts Receivable subledger to the General Ledger.
• Prepare journal entries related to Accounts Receivable transactions.
• Assist with month-end and year-end closing activities.
• Prepare AR aging reports and other management reports.
• Assist with annual financial audits by providing supporting documentation.
• Maintain compliance with company accounting policies and internal controls.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or a related field; equivalent relevant accounting experience may be considered.
• Minimum of two (2) years of Accounts Receivable, accounting, or related financial operations experience.
• Demonstrated experience with billing, cash application, account reconciliation, and collections.
• Proficiency in Microsoft Excel, Outlook, and Word. Experience using accounting software or an ERP system.
• Experience in wholesale distribution, produce, foodservice, logistics, or a high-volume commercial environment.
• Experience with ACH, wire transfers, credit card payments, and other electronic payment methods.
• Experience working with ERP systems in a high-volume transactional environment.

Work Conditions & Physical Requirements

• Work is primarily performed in an office environment.
• Standard business hours, with occasional overtime during month-end, year-end, audits, and other peak business periods.
• Prolonged periods of sitting and working at a computer.
• Frequent use of computers, telephones, calculators, printers, and other standard office equipment.
• May occasionally lift or move office supplies weighing up to 20 pounds.
• Ability to communicate effectively in person, by telephone, email, and other electronic communication.