Accounts Receivable and Collections Specialist

Global Headquarters: 5 Gail Court Sparta, NJ 07871 View email address on click.appcast.io US: View phone number on click.appcast.io UK: View phone number on click.appcast.io Service Center: View phone number on click.appcast.io Accounts Receivable and Collections Specialist Accounts Receivable and Collections Specialist Role Description: A critical part of the Accounts Receivable team, and reporting to the Credit and Collections Manager, this role ensures all billing data is accurately recorded and submitted in accordance with company policies and customer requirements. The Accounts Receivable and Collections Specialist also assists with resolving invoice discrepancies, maintains organized records, and collaborates with internal teams and external customers to ensure smooth and effective invoicing processes leading to timely payments. This position additionally requires prompt and precise follow-up with clients to confirm that payments are made in accordance with the established payment terms. Responsibilities Generate, prepare, and issue invoices to customers based on requests from internal departments and stakeholders. Submit invoices through customer-preferred delivery methods, including email and third-party billing portals. Maintain accurate records of customer-facing and internal invoices, credit memos, and submission validations in accordance with departmental and audit requirements. Monitor and maintain third-party billing portals, resolving submission errors and ensuring invoices are successfully accepted for processing. Review customer purchase orders and sales orders to ensure billing accuracy and prevent processing delays. Investigate and resolve customer inquiries and disputes related to invoices, payments, and account activity, collaborating with internal teams to achieve timely resolution and maintain positive customer relationships. Support pre-bill tracking and reconciliation activities, including payment recording and allocation. Review disputed customer-reported payments by researching payment status, confirming whether funds were applied correctly, and identifying any invoices that remain unpaid or require follow-up. Conduct weekly follow-up activities with delinquent customers and elevate concerns as appropriate to support timely payment in accordance with approved payment terms. Prepare and distribute high-priority customer statements, coordinating with internal teams and stakeholders to obtain updates and facilitate escalations as directed by the Credit & Collections Manager. Assist with collection activities and support department collection strategies and initiatives. Prepare reports and analyses to support business, operational, and customer account needs. Prepare monthly reporting, support month-end close activities, and assist with internal and external audit requirements. Foster a collaborative team environment and support departmental objectives through additional projects and responsibilities as assigned. Requirements Professional Qualifications – High School Diploma or equivalent required, associate degree or coursework in accounting, finance or business administration preferred. Experience & Knowledge Qualifications – Previous experience in accounts receivable, billing, or general accounting (typically 1-2 years). Experience with third-party customer billing portals (Ariba, Coupa, Zycus, etc.) highly preferred. Language Skills – Ability to read, analyze, and interpret common financial and accounting documents; Ability to respond to common inquiries or disputes from customers or internal teams; ability to communicate effectively and tactfully with others. Mathematical Skills – Basic arithmetic skills, understanding of percentages and rates, ability to reconcile accounts and orders, accuracy in data entry. Ability to analyze numerical data, comfort with basic spreadsheet calculations and general accounting principles and terminology. Presentation Skills – Ability to clearly communicate financial information including receivable balances and credits issued. Proper and professional email communication; confidently and politely respond to disputes with accuracy and appropriate sensitivity. Reasoning Ability – Ability to resolve invoice errors and customer disputes efficiently and professionally, assess urgency in prioritizing tasks to efficiently manage workload and meet deadlines. Computer & Software Skills –Order Management and Processing systems, spreadsheets, word processing and email. Third-party billing portals, uploading invoices, Adobe pdf writer. The systems and applications include but are not limited to: Microsoft Office Promys Sage X3 The anticipated pay range for this position is $25.00-$28.00 per hour. Actual compensation will be determined based on factors such as skills, experience, qualifications, and location. At HighPoint, we are committed to supporting the health, well-being, and financial security of our employees.Our comprehensive benefits package includes: Medical, dental, and vision insurance 401(k) retirement savings plan Company-paid life and disability insurance Employee Assistance Program (EAP) A variety of voluntary benefit options Benefits are subject to plan terms and eligibility requirements. HighPoint reserves the right to modify compensation and benefits programs at any time in accordance with applicable law. To reach as many candidates as possible, HighPoint leverages numerous job boards and employment posting services to get the word out about available positions. HighPoint provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Our Story HighPoint was established in 1996 and has since become a leading technology partner for some of the world’s most prominent IT vendors. The name “HighPoint” was selected to pay tribute to the High Point Monument which is the highest elevation in the state of New Jersey at 1,803 feet – and is located near the childhood home of the company’s founders, brothers Mike and Tom Mendiburu. HighPoint’s logo features a small triangle inside the “P” which represents the pyramid atop the obelisk found at the peak of High Point State Park. HighPoint is known as a leader in technology solutions and is consistently recognized by industry experts as a top performer. HighPoint is featured on CRN’s Solution Provider 500 List, is a recent recipient of the Minority Business Supplier of the Year Award by The New York and New Jersey Minority Supplier Development Council, and is frequently honored by its customers, manufacturers, and suppliers as a distinguished partner. Our unwavering commitment to the health, happiness, and success of our employees is undoubtedly a differentiator for us – we’re proud of the many contributions our team makes to the communities in which we work, live, and play. We believe that being honest, living a life with integrity, and earning the trust of those around us are guidingprinciples that we should all employ. #J-18808-Ljbffr