Accounts Pay/Rec Specialist

Job Description

Job Description

Title: Accounts Receivable Specialist *US Only*
1st shift:
MUST BE OK WITH 2 SATURDAYS A MONTH

SUMMARY:
Has responsibilities for AR collections, cash applications, credit memo and add bill creations, performing month-end dock walk audits, tracking non-invoiced work orders on a weekly basis, daily/weekly/monthly reporting, and ad-hoc projects as required.

SCOPE/SUPERVISION AND INTERACTION:
The individual contributor will routinely communicate with customers regarding invoice discrepancies, payment status, account balances, disputes, and other accounts receivable matters. This role reports to the Accounts Receivable Manager and regularly interacts with Operations, Shipping, Planning, Production Support, Contract Administrators, and other internal teams to support cash application, collections, account reconciliation, dispute resolution, and customer account maintenance. The position also supports timely monitoring of outstanding non-invoiced shippers for the Aftermarket, follows up on past-due accounts, researches payment discrepancies, and helps ensure compliance with company accounting policies and internal controls.

ESSENTIAL FUNCTIONS:
AR function:
Assist on Accounts Receivable collections. Working with contract administrators, customers, and entire AR team to ensure proper collection efforts.
Contact customers via email and TEAMS phone calls to collect past-due balances.
Prioritize collection activities based on aging, risk, and account history.
Monitor promises to pay and follow up to ensure commitments are met.
Review A/R aging reports daily/weekly and take action on delinquent accounts and keeps notes on collection attempts.
Assist with credit holds/releases and escalation recommendations.
Investigate short pays, deductions, chargebacks, and invoice disputes.
Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.
Monthly Dock Walk audits – Perform monthly dock walk audits on the last business day of each month. Verify all shipping boxes with corresponding shippers against the non-invoiced shippers list, and conduct necessary follow-up with the Shipping Department for any boxes not reflected on the list. Also to verify shippers shipped out but not invoiced in the same month.
This position may be assigned additional responsibilities, including preparation of journal entries and reports, as the employee demonstrates the necessary knowledge, skills, and proficiency to perform those tasks effectively
Support Accounts Receivable collection activities by working with contract administrators, customers, and the A/R team to ensure timely and effective collection efforts.
Contact customers regarding past-due balances, payment status, invoice questions, and account follow-up.
Review A/R aging reports on a daily/weekly basis, identify delinquent accounts, and take appropriate collection action.
Prioritize collection activities based on account aging, payment risk, customer history, and business impact.
Maintain accurate notes and documentation of collection attempts, customer communications, payment commitments, and follow-up actions.
Monitor promises to pay and follow up as needed to ensure customer commitments are met.
Investigate and assist in resolving short payments, deductions, chargebacks, unapplied payments, and invoice disputes.
Coordinate with Sales, Customer Service, Contracts, Operations, Shipping, and Key Account Managers to resolve billing, shipping, documentation, or payment issues in a timely manner.
Gather and provide supporting documentation to customers as needed, including invoices, statements, proof of delivery, shipping documents, and other account support.
Credit hold/release reviews as necessary and provide escalation recommendations for high-risk or past-due accounts.
Provide regular updates to management regarding collection efforts, high-risk accounts, dispute status, and expected cash receipts.
Perform monthly dock walk audits on the last business day of each month.
May be assigned additional responsibilities, including preparation of journal entries, account reconciliations, reports, and other accounting support tasks, as the employee demonstrates the necessary knowledge, skills, and proficiency to perform those duties effectively.
ESSENTIAL REQUIREMENTS:
Bachelor’s degree preferred, ideally in Accounting, Finance, or a related field
Minimum 2 years of relevant accounts receivable or accounting experience.
Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
Experience with ERP or billing systems and order-to-cash processes.
Strong attention to detail and accuracy in data entry and reconciliation.
Ability to work overtime as business needs require.
Reliable, punctual, and able to meet strict deadlines in a fast‐paced environment.
Good written and verbal communication skills; comfortable interacting with internal teams (Operations, Shipping, Sales) and external customers.
Ability to prioritize workload, manage multiple tasks, and escalate issues as appropriate.
Demonstrated problem‐solving skills and ability to follow documented procedures.
Experience with Microsoft Power BI or other reporting tools.
Prior experience in a manufacturing, distribution, or government‐contracting environment a plus.
SCHEDULING REQUIREMENTS
Ability to work during month-end close, including at minimum the first three business days of each month.
Overtime may be required based on business needs, deadlines, and reporting requirements.
Must be able to adjust schedule as needed to support month-end close activities and time-sensitive accounting tasks.