Accounts Receivable / Collections Specialist (On-Site)

Job Overview

Are you organized, detail-oriented, and comfortable balancing customer service with confident follow-up? We are looking for an Accounts Receivable / Collections Specialist to help keep customer accounts accurate, payments moving, and communication flowing.

In this role, you will be a key point of contact for customers, Sales Representatives, and the accounting team. You will manage daily payment activity, monitor past-due balances, resolve account discrepancies, support credit decisions, and ensure customer records remain accurate and up to date.

You'll also be joining a collaborative team that works hard, supports one another, and knows how to have fun along the way. We believe a strong team culture, positive attitude, and a little laughter can make even the busiest accounting days better.

Key Responsibilities

Cash Application & Payment Processing

• Post and reconcile daily customer payments (checks, ACH, credit cards, and other methods) to the appropriate invoices in QuickBooks accurately and promptly
• Process and manage credit card payments, including obtaining authorization forms when required
• Apply payments accurately and maintain proper documentation of all transactions

Accounts Receivable & Collections

• Monitor receivables and past-due invoices, proactively following up with customers on payment status
• Conduct collection outreach via phone, email, and payment reminders
• Document collection activity and coordinate with Sales Representatives to resolve payment issues
• Identify and escalate high-risk, delinquent, or escalated accounts

Customer Account Management

• Maintain accurate customer records in QuickBooks, including new customer setup and account maintenance
• Review customer accounts to ensure statements are accurate and accounts are properly structured
• Resend invoices and update supporting documentation as needed
• Serve as a trusted point of contact for billing inquiries, disputes, and account questions

Credit & Adjustments

• Review new customer credit requests and recommend or approve credit limits and increases in accordance with company guidelines
• Process approved credits, debits, and account adjustments requested by Sales or management
• Escalate credit concerns or significant past-due balances as needed

Reconciliation & Issue Resolution

• Research and resolve short payments, overpayments, unapplied payments, and discrepancies on a regular basis
• Reconcile customer accounts and ensure all activity is properly documented and resolved

Reporting & Analysis

• Prepare and distribute biweekly Sales Team Collection Breakdown reports
• Monitor and follow up on collection report responses
• Analyze receivables data to identify risks, trends, and opportunities

Month-End Close & Audit Support

• Assist with month-end close by preparing reconciliations and supporting schedules
• Provide documentation and support for audits and internal reviews

Team & Cross-Functional Support

• Assist in coordinating core AR functions including collections, credit decisions, billing inquiries, and reporting
• Provide backup support for other accounting team responsibilities as needed
• Collaborate across departments to support customers and resolve issues efficiently

Requirements

What We're Looking For

• Strong attention to detail and accuracy
• Clear, professional written and verbal communication skills
• Confidence in following up on past-due accounts while maintaining positive relationships
• Ability to prioritize multiple tasks and manage deadlines in a fast-paced environment
• Strong problem-solving and research skills with the ability to work independently
• Positive attitude and willingness to support team members and other departments
• Experience with QuickBooks or similar accounting software preferred
• Proficiency in Microsoft Excel
• 2+ years of Accounts Receivable, collections, billing, or related accounting experience
• High level of integrity, professionalism, and confidentiality

What You Can Expect

• A supportive, team-focused environment
• Coworkers who collaborate, celebrate wins, and help each other succeed
• Opportunities to take ownership, solve problems, and make a meaningful impact
• Fast-paced days filled with challenges, accomplishments, and a few laughs along the way

Why This Role Matters

This position plays a critical role in protecting cash flow, supporting customer relationships, and ensuring the accounting team operates smoothly. The ideal candidate is dependable, proactive, and takes ownership of details while working collaboratively across departments.

If you enjoy solving problems, building relationships, being organized, and being part of a team that works hard without taking itself too seriously, this could be a great fit.