Collections Specialist

Accounts Receivable / Order-to-Cash (O2C) Analyst Description Position Summary This is a central corporate role based in Tampa, FL (on-site / hybrid) with responsibilities spanning the company’s U.S. operations. The Accounts Receivable / Order-to-Cash Analyst owns the end-to-end billing and collections cycle for an assigned national portfolio while actively improving how that cycle runs across locations. The role combines hands-on AR execution — invoicing, customer accounts-payable coordination, portal management, and collections — with project-based work to identify and resolve breakdowns across a diverse set of order-to-cash processes and systems. Because the work spans multiple business units, systems, and locations with varying maturity, the role requires a high tolerance for ambiguity and the judgment to make progress without complete information or fully defined processes. The analyst works across multiple ERP and CRM platforms (Sage, Salesforce, NetSuite, and QuickBooks) and partners with sales, service, and branch teams nationwide to close gaps that delay or block billing and cash collection. Key Responsibilities Invoicing & Billing Generate timely, accurate customer invoices across multiple business units and billing types (service, equipment, projects). Validate invoices against contracts, purchase orders, quotes and other supporting documentation before release. Process billing within Sage, NetSuite, and QuickBooks, and ensure transactions are correctly mapped and recorded. Maintain accurate AR records and aging; reconcile sub-ledger activity to the general ledger. Customer & Accounts-Payable Coordination Serve as the primary contact for assigned customers’ accounts-payable groups on invoice delivery, disputes, and payment status. Research and resolve billing discrepancies, short-pays, and documentation requests promptly and professionally. Submit and manage invoices through customer AP and procurement portals (e.g., Ariba, Coupa, vendor-specific portals); maintain portal credentials and compliance requirements. Collections Own collections for the assigned portfolio: proactive follow-up on past-due balances, payment-plan negotiation, and escalation per policy. Monitor incoming payments, ensure correct and timely cash application, and clear unapplied items. Track and report DSO, aging, and collection performance for the portfolio; recommend reserve or escalation actions on at‑risk accounts. Order-to-Cash Process Improvement (Project Work) Diagnose and resolve issues: investigate root causes of billing delays, rejected invoices, and cash-application errors across the O2C flow, and drive them to resolution. Lead and support projects: scope, plan, and execute process-improvement initiatives spanning multiple branches, business units, and systems. Standardize and document: build repeatable procedures (SOPs), define hand-offs and ownership, and establish controls/gates that prevent recurring breakdowns. Bridge systems and teams: coordinate with sales, service, IT, and accounting to correct upstream data (contracts, POs, master data) that disrupts downstream billing. Measure and report: develop metrics and dashboards that surface backlog, exceptions, and progress for leadership. Systems & Data Operate confidently across Sage, Salesforce, NetSuite, and QuickBooks; support data integrity and clean hand-offs between platforms. Support ERP transition and integration activities (e.g., Sage-to-NetSuite migration) as they affect AR and billing. Use Excel for analysis, reconciliation, and reporting on receivables and process performance. Use available AI tools to optimize efficiency of decision making reporting. Requirements Qualifications Required Associate or Bachelor’s degree in Accounting, Finance, Business, or equivalent experience. 3–5 years of accounts receivable, billing, or collections experience, ideally in a multi-entity or multi-branch environment. Hands-on experience with at least one major ERP (Sage, NetSuite, or comparable) and proficiency in Excel. Experience working customer AP/procurement portals and managing invoice submission and disputes. Strong written and verbal communication; comfortable interfacing with customer AP teams and internal stakeholders across multiple locations. High tolerance for ambiguity — able to operate, prioritize, and drive results in undefined or rapidly changing situations with incomplete information. Detail-oriented, organized, and able to manage competing priorities independently across a national portfolio. Preferred Exposure to multiple platforms among Sage, Salesforce, NetSuite, and QuickBooks. Demonstrated process-improvement or project experience (root-cause analysis, SOP development, cross-functional coordination). Experience in equipment, service, or construction/contract billing environments. Familiarity with cash application, GL reconciliation, and AR aging management. Core Competencies Problem-solving and root-cause analysis High tolerance for ambiguity and adaptability in a changing environment Ownership and follow-through Cross-functional collaboration and influence without authority Process discipline and documentation Customer-service orientation balanced with collections firmness #J-18808-Ljbffr