Accounts Receivable Specialist

Job Description

Job Description

Position Summary

We are seeking a skilled and detail-oriented Accounts Receivable Specialist to join our team. This role is based in office and reports directly to the Accounting Manager. The successful candidate will be responsible for maintaining accurate customer accounts, ensuring timely collections, supporting price quotes and daily fuel pricing updates, and assisting with day-to-day administrative and clerical operations. This is an excellent opportunity for someone who is self-assured, organized, and thrives in a fast-paced team environment.

Responsibilities and Duties

Customer & Administrative Support 

• Answer incoming phone calls and direct inquiries to the appropriate department
• Serve as a point of contact for customer payment inquiries and account issues
• Communicate with customers via phone, email, mail, or in person to resolve billing concerns

Price Quotes & Fuel Pricing 

• Assist in preparing and issuing accurate price quotes to customers
• Update and distribute daily fuel pricing based on current market rates
• Coordinate with the commercial team to ensure quotes and pricing align with company guidelines

Accounts Receivable & Collections 

• Generate and send out invoices promptly to ensure accurate billing cycles
• Collect overdue invoices and follow up on delinquent accounts
• Carry out collection and reporting activities according to established deadlines
• Review AR aging reports to ensure compliance with company standards
• Develop and implement recovery strategies to reduce outstanding receivables

Financial Recordkeeping 

• Maintain an up-to-date billing system and accurate customer files
• Perform account reconciliations and process adjustments as necessary
• Monitor accounts for non-payments, delayed payments, and other irregularities
• Prepare bank deposits, process receipts, and ensure accurate posting of payments
• Generate account analyses and assist with monthly closing procedures

Collaboration 

• Work closely with the Accounting Manager to support both financial and administrative functions
• Coordinate with warehouse staff and other departments as needed to resolve account, pricing, or customer service issues

Ed uc ation and Work Experience 

• High school diploma or equivalent (associate’s degree or bookkeeping coursework preferred) 
• Proven experience as an Accounts Receivable Specialist or in a similar role 
• Experience in the fuel industry is a plus

Skill Set 

• Strong ability to calculate, post, and manage accounting figures and financial records 
• High degree of accuracy and attention to detail 
• Data entry proficiency and aptitude for working with numbers 
• Hands-on experience with spreadsheets and accounting software 
• Proficiency in English and Microsoft Office Suite 
• Excellent communication, negotiation, and customer service skills 
• Comfort working with pricing data and market-based rate changes 
• Ability to work independently and as part of a team in an office environment

Physical Demands and Work Environment  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• While performing the duties of this position, the incumbent is regularly required to talk or hear 
• The employee frequently is required to use hands, fingers, handle or feel objects, tools and controls 
• The employee is occasionally required to stand; walk; sit; reach with hands and arms 
• The employee must occasionally lift and/or move up to 25 pounds 
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus 
• The noise level in the work environment is usually moderate and in an office setting