Finance Specialist

Job Description

Job Description

Position Summary

EAE USA INC. is seeking a Finance Specialist to own customer-facing finance processes, including new customer onboarding, customer documentation and tax exemption management, customer master data accuracy, and follow-up collections. This role is currently covered on an interim basis by the Finance Team Lead and will transfer fully to this hire. The Finance Specialist works closely with Sales and Project Managers during onboarding and with the Finance Team Lead and Accounting team on controls, collections, and account maintenance. This role helps ensure every customer account is set up accurately, documented completely, kept current, and protected against payment or master data errors in SAP and CRM.

Key Responsibilities

• Own the end-to-end new customer onboarding process, using EAE's standardized Customer Onboarding Form and Procedure & Checklist as the source of truth.

• Review onboarding submissions from Sales/PM for completeness, including legal company name, EIN, billing/shipping addresses, required contacts, and a signed W-9.

• Create and maintain customer master records in CRM and SAP, ensuring the legal name matches the W-9 exactly and any DBA or trade name is recorded separately.

• Set up the correct contracting legal entity for large multi-entity corporate customers, creating a separate customer record for each legal entity and EIN rather than a single record per brand.

• Validate ship-to addresses and assign the correct tax jurisdiction code for each delivery location, using state Department of Revenue address-based lookup tools.

• Reconcile CRM-to-SAP sync discrepancies and check for duplicate accounts before activating new customer records, escalating possible duplicates to the Finance Team Lead.

• Collect, verify, and file signed W-9s, state tax exemption certificates, resale certificates, and customer contracts for every account, and flag any tax-exempt claim without supporting documentation.

• Maintain the customer document repository so records stay current and retrievable and re-verify tax jurisdiction codes annually or whenever a ship-to address changes.

• Assist with bank reconciliations by reconciling bank statements to the general ledger, investigating outstanding items, and escalating any unauthorized transactions immediately.

• Collect customer purchase orders (POs), save them in the appropriate customer record, and ensure they are available for invoicing and order processing reference.

• Contact customers proactively on overdue invoices, resolve payment discrepancies with Accounting's cash application team, and coordinate collection meetings to help reduce Days Sales Outstanding (DSO).

• Support the Finance Team Lead with AR aging review and collections activity and follow up directly with PMs or customers to resolve past due payments.

• Monitor company credit card activity and bank account information, flagging any unusual or unauthorized transactions promptly.

• Remain available and willing to take on ad hoc projects as assigned by the Finance Team Lead.

• Verify any request to change banking or remittance details by phone, using an independently sourced number rather than one provided in the request itself, and log each verification call in the customer file.

• Provide EAE's current W-9 and most recent bank letter to customers during onboarding through the designated AR channel, and confirm check payments are directed to EAE's Tucker, GA address.

Qualifications

Required

• 2-3 years of experience in accounts receivable, credit & collections, or customer master data management, with demonstrated ownership of an end-to-end process.

• Working knowledge of IRS Form W-9, EIN verification, and state tax exemption/resale certificates.

• Experience with ERP and/or CRM systems for customer master data (SAP experience strongly preferred).

• Experience applying documented internal control procedures, including phone-based verification protocols for banking/payment changes.

• Strong attention to detail. This role is a primary safeguard against customer master data errors flowing into SAP.

• Clear, professional communication skills for customer-facing collections conversations and internal coordination with Sales/PM.

Preferred

• Experience managing large, multi-entity corporate accounts (e.g., customers who contract through multiple legal sub-entities under one brand).

• Familiarity with sales/use tax jurisdiction assignment and tax engines (Avalara, Vertex, or Thomson Reuters ONESOURCE).

• Prior experience in a payment-fraud-prevention or treasury-adjacent role.

• Bachelor’s degree in accounting, Finance, Business, or a related field.

• Experience managing large, multi-entity corporate accounts (e.g., customers who contract through multiple legal sub-entities under one brand).

• Familiarity with sales/use tax jurisdiction assignment and tax engines (Avalara, Vertex, or Thomson Reuters ONESOURCE).

• Prior experience in a payment-fraud-prevention or treasury-adjacent role.

• Bachelor’s degree in accounting, Finance, Business, or a related field.