Accounts Receivable Specialist

Job Description

Job Description

Job Summary

We are seeking an Accounts Receivable & Invoicing Administrator to manage daily customer invoicing, support accounts receivable collections, reconcile billing discrepancies, and prepare financial reports. The ideal candidate has at least 2 years of relevant experience, strong Excel skills, and experience working with ERP or billing systems.

Important: Candidates must be available to work at least two Saturdays per month and occasional overtime as required.

Key Responsibilities

Invoicing & Billing

• Prepare and issue accurate customer invoices using the company’s ERP system.
• Verify purchase orders, contracts, shipping documents, and order details before billing.
• Investigate invoice discrepancies and coordinate corrections with relevant departments.
• Support month-end close activities, including reconciliations, accruals, and billing cutoffs.
• Maintain accurate records and provide documentation for audits.
• Identify opportunities to improve billing accuracy, reporting, and process efficiency.

Accounts Receivable & Collections

• Contact customers by phone and email regarding overdue invoices and outstanding balances.
• Review AR aging reports and prioritize collection activities.
• Track payment commitments and follow up on past-due accounts.
• Investigate short payments, deductions, chargebacks, and invoice disputes.
• Coordinate with internal teams to resolve billing and collection issues.
• Maintain detailed collection notes and provide updates on high-risk accounts and expected collections.
• Gather and share supporting documents, including invoices, statements, and proof of delivery.

Reporting & Coordination

• Prepare daily, weekly, and monthly invoicing and collection reports.
• Conduct month-end dock walk audits and track non-invoiced work orders weekly.
• Collaborate with Operations, Shipping, Planning, Production Support, Sales, and other internal teams.

Note: This role focuses on invoicing and collections; cash posting is not required.

Required Qualifications

• High school diploma or equivalent; an Associate’s degree in Accounting, Finance, or a related field is preferred.
• Minimum 2 years of invoicing, accounts receivable, billing, or accounting experience.
• Strong Microsoft Excel skills, including PivotTables, VLOOKUP/XLOOKUP, INDEX/MATCH, and basic formulas.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong attention to detail, accuracy, and reconciliation skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and resolve discrepancies.
• Must be willing to work at least two Saturdays per month and occasional overtime.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field.
• Experience with Power BI or other reporting tools.
• Background in manufacturing, distribution, or government contracting.
• Familiarity with billing compliance, tax requirements, or export controls.

Work Environment

• Primarily office-based, involving extended periods at a workstation.
• Requires repetitive keyboard work, accuracy, and adherence to strict deadlines.
• Occasional extended hours and weekend work may be necessary.

Ideal Candidate: A detail-oriented accounting professional with strong Excel skills, hands-on invoicing and collections experience, and the flexibility to work two Saturdays per month.