Accounts Receivable Specialist

Must be in our Melville Long Island office two days a week.

Key Responsibilities

Cash Application & Deposit Processing

• Search for and identify customer payments to ensure timely and accurate application to accounts.
• Process and deposit checks received from clients.
• Monitor and maintain AR mailboxes and payment-related correspondence.
• Research unidentified or unapplied cash and coordinate resolution with internal teams and clients.
• Ensure cash is properly applied and account balances remain accurate.

Billing

• Process full-time (FT) placement billing accurately and timely.
• Prepare and process timecard-based billing.
• Prepare and process flat-rate and fixed-fee billing.
• Review billing information for accuracy prior to invoice submission.
• Identify billing discrepancies and coordinate corrections with the appropriate internal departments.
• Process high-volume customer billing, including approximately 400 invoices through Ariba at month-end .

Credits & Debits

• Execute approved credits and debits in Great Plains (GP).
• Review supporting documentation and approvals before processing adjustments.
• Ensure credits and debits are properly coded and applied to the appropriate customer accounts.
• Research discrepancies and coordinate resolution when adjustments are required.

Intercompany Transfers

• Coordinate and request intercompany transfers between entities.
• Prepare supporting documentation for intercompany transactions.
• Follow established approval and accounting procedures for transfers.
• Monitor transfers through completion and ensure transactions are properly reflected in the applicable accounts.

TermSync & Collections Support

• Send and monitor TermSync reminders and related customer communications.
• Maintain accurate documentation of customer follow-up.
• Assist with collection-related activities and account research as needed.
• Escalate billing or payment issues that may impact collections.

Customer Portals & Administrative Support

• Complete billing and administrative deliverables through customer/vendor portals, including:
• Coupa
• Ariba
• Other customer-specific billing portals
• Upload invoices, supporting documentation, and required billing information.
• Monitor portal submissions for errors, rejections, or missing information and resolve issues promptly.
• Maintain accurate records of portal submissions and invoice status.
• Work closely with AR, Billing, VMS, Operations, and other internal teams to resolve portal and invoicing issues.

Month-End Responsibilities

• Support month-end billing and cash application activities.
• Complete high-volume customer portal invoicing within established deadlines.
• Process approximately 400 Ariba invoices during month-end .
• Review outstanding billing items and identify invoices requiring correction or additional documentation.
• Communicate outstanding issues and potential month-end impacts to management.

Required Skills & Qualifications

• 2+ years of Accounts Receivable, Billing, Cash Applications, or related accounting experience.
• Strong understanding of AR and billing processes.
• Experience with high-volume invoice processing.
• Experience with customer/vendor portals such as Coupa and Ariba preferred.
• Experience with Microsoft Dynamics GP/Great Plains or a similar accounting system preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to research discrepancies and resolve issues independently.
• Strong Excel and Microsoft Office skills.
• Ability to maintain confidentiality and handle financial information appropriately.

Core Competencies

• Accuracy & Attention to Detail
• Organization & Time Management
• Accountability & Ownership
• Problem Solving
• Analytical Thinking
• Communication
• Prioritization
• Deadline Management
• Customer Service
• Team Collaboration

Success Measures

Success in this position will be measured by:

• Accurate and timely billing.
• Timely completion of month-end invoicing.
• Accurate processing of credits, debits, and intercompany transfers.
• Timely cash processing and deposit activity.
• Reduction of billing errors and portal rejections.
• Timely completion of customer portal requirements.
• Accurate maintenance of AR records.
• Consistent adherence to established AR policies, procedures, and internal controls.