Accounts Receivable & Collections Specialist

Accounts Receivable & Collections Specialist

Location: Fully remote

Employment Type: Full-time, independent contractor

Working Hours: Standard full-time. Some overlap with U.S. Eastern business hours preferred for collections and internal coordination; full overlap not required.

Reports To: Finance / Accounting lead

We are a U.S.-based, family-owned industrial cleaning equipment distributor with more than 50 years in the market, serving business and municipal customers across the Mid-Atlantic and Midwest. We sell, rent, and service a full line of floor scrubbers, floor sweepers, street sweepers, industrial vacuums, and utility vehicles, and we back that equipment with aftermarket parts, on-site and in-shop service, rentals, and facility supplies. Our customers are primarily other businesses, so accuracy, responsiveness, and follow-through in every transaction directly protect our reputation and our cash flow.

About the Role

This role exists because invoicing, receivables follow-up, and payables entry have outgrown the people currently doing them. A large share of our B2B customers require invoices to be submitted through their own online portals — a manual, time-consuming, but non-negotiable process that is currently being handled by higher-cost staff whose time is better spent elsewhere.

We are creating a dedicated Accounts Receivable & Collections Specialist to own portal invoicing end to end, drive timely collections through consistent customer follow-up, and provide accounts payable support as volume allows. The goal is a reliable, detail-driven finance operator who protects our cash flow and frees the rest of the team from repetitive transactional work.

Key Responsibilities

Billing & Portal Invoicing

• Enter and submit customer invoices accurately into a range of B2B customer portals, following each customer's specific requirements.
• Track submitted invoices through customer approval and payment, and resolve rejections or formatting issues quickly.
• Maintain clean, well-documented records of every submission for audit and reference.

Accounts Receivable & Collections

• Monitor the AR aging report and proactively follow up on outstanding and past-due balances.
• Send professional collections communications (email and written follow-ups) and log all customer contact.
• Investigate and resolve billing discrepancies, short-pays, and disputes; escalate at-risk accounts.

Accounts Payable Support

• Enter vendor invoices into the accounting system and match them against purchase orders and receipts.
• Support payment preparation and help keep vendor records accurate and current.

Coordination & Reporting

• Partner with sales, service, and finance to keep billing and receivables moving.
• Flag recurring issues, bottlenecks, or process gaps and suggest improvements.

Required Qualifications

• 2+ years in accounts receivable, accounts payable, billing, or accounting operations.
• Hands-on experience entering invoices into customer or vendor portals or comparable high-volume, detail-critical data entry.
• Strong written English — collections and customer follow-up are a core part of this role.
• Comfort working in an ERP or accounting system and in Excel/Google Sheets.
• Proven accuracy and consistency in repetitive, deadline-driven work.
• Self-managed and reliable in a remote environment.

Preferred Qualifications

• Experience in distribution, manufacturing, wholesale, or another B2B environment.
• Dedicated collections experience.
• Familiarity with QuickBooks or a comparable mid-market ERP.
• Ability to overlap with U.S. Eastern business hours for part of the day.

Ideal Candidate Profile

You are:

• Highly organized and detail-obsessed — you catch the invoice that was rejected before anyone asks.
• Comfortable owning repetitive, high-stakes work and doing it accurately every time.
• Proactive about chasing outstanding balances rather than waiting to be told.
• A clear, professional written communicator who can be firm and courteous with customers.
• Dependable and low-maintenance in a remote role — you manage your own day and hit your commitments.