Accounts Receivable & Sales Coordinator ( Bilingual )

Job Description

Job Description

Position Overview:

The Accounts Receivable & Sales Coordinator is responsible for managing day-to-day receivables, payment application, customer account accuracy, and cross-functional coordination between sales and accounting. This role ensures timely collections, clean ledger integrity, and operational efficiency across invoicing and payment workflows.

Key Responsibilities:

1. Accounts Receivable Management

- Maintain and update accurate Accounts Receivable (A/R) records

- Monitor aging reports and track overdue balances

- Flag high-risk or delinquent accounts for escalation

2. Payment Application & Reconciliation

- Apply incoming payments (ACH, wire, check, etc.) to correct invoices

- Match payments with supporting documentation (invoice numbers, remittance, etc.)

- Resolve unapplied or misapplied payments

- Assist in daily/weekly cash reconciliation processes

- Ensure clean audit trail for all transactions

3. Invoice & Sales Coordination

- Work closely with Invoicing Team and Sales Team to ensure:

- Accurate invoicing to maintain a precise A/R report every week

- Alignment between sales activity and receivables

- Identify discrepancies between invoices, returns, and payments

- Assist in resolving disputes related to billing

4. Sales Returns & Adjustments

- Process and track sales returns

- Ensure returns are applied to correct invoices (Follow Sales Return SOP)

- Coordinate with internal teams to avoid misapplication (FIFO issues, pricing differences, etc.)

- Highlight potential financial impact from incorrect applications

5. Customer Account Management

- Maintain clean and organized customer ledgers

- Review account history for inconsistencies

- Communicate professionally with customers regarding:

- Payment status

- Account discrepancies

- Required documentation

6. Process Improvement & Compliance

- Follow internal credit and collections policies

Qualifications:

- 2+ years’ experience in Accounts Receivable or similar accounting role

- Strong understanding of invoicing, collections, and payment application

- Proficiency in Microsoft Excel (including basic formulas, data organization, and reconciliation support) along with all Microsoft Office applications, and OneDrive.

- High attention to detail and accuracy

- Strong organizational and communication skills

- Ability to work cross-functionally with sales and accounting teams

- Experience with ERP/accounting systems (QBO familiarity is a plus, but not required)

Reporting Structure:

- Reports directly to: Head of Finance Team or Owner

- Works closely with: Sales Team, Accounting Team, and Operations

What This Role Does NOT Handle:

- No management of QuickBooks (QB)

- No preparation of financial statements

Fast-growing, B2B jewelry wholesale company specializing in gold and diamonds across the USA.

Company Description

Fast-growing, B2B jewelry wholesale company specializing in gold and diamonds across the USA.