Sales Tax & Accounts Receivable Specialist

Job Description

Job Description

Summary/Objective:

Tool Country is seeking a detail-oriented Sales Tax & Accounts Receivable Specialist to support our Denver finance team. This role combines accounts receivable operations with sales tax administration, customer credit analysis, and credit card reconciliation. The position is responsible for accurate invoicing, collections, tax treatment for job sites and customer transactions, and maintaining clean financial records using NetSuite and Avalara.

Job Functions:

The duties and responsibilities of this position include, but are not limited to:

• Managing Accounts Receivable Operations:
  • Manage daily AR functions including invoicing, collections, cash application, credit memos, lien waivers, and customer statements.
  • Ensure invoices and customer payments are processed accurately and on time.
  • Issue statements, post receipts, and resolve billing discrepancies promptly.
  • Reconcile daily credit card transactions and merchant deposits and resolve chargebacks or merchant processing discrepancies.
  • Maintain accurate records for credit card activity and support month-end reconciliation.
  • Determine correct sales tax treatment for job sites and customer transactions, maintain exemption documentation, enter job address detail and tax code information in NetSuite and Avalara, and support sales tax compliance reviews and audit readiness.
  • Reconcile bank transactions and clear items for accurate account reconciliation.
• Credit and Collections Management:
  • Support credit policies and procedures that balance customer service with sound risk management.
  • Perform customer credit analysis by reviewing credit applications, payment history, and supporting financial information to help establish credit limits.
  • Monitor customer credit exposure and recommend adjustments to credit limits based on payment trends and risk assessment.
  • Manage collection activity and work with customers to resolve payment delays and disputes professionally.
• Financial Analysis and Reporting:
  • Monitor AR metrics, such as aging reports and Days Sales Outstanding (DSO).
  • Prepare clear reports on AR performance, cash flow, outstanding balances, and credit risk trends.
  • Collaborate with accounting and finance to ensure accurate financial reporting.
• Customer Relationship Management:
  • Build positive customer relationships while resolving billing concerns, disputes, and payment issues.
  • Work with customers to address billing concerns, resolve disputes, and negotiate payment plans if needed.
• Process Improvement:
  • Identify opportunities to improve AR efficiency, tax administration workflows, and reporting accuracy.
  • Implement automation tools or software to streamline collections, billing, and reconciliation.
• Compliance and Internal Controls:
  • Ensure compliance with internal policies, procedures, and regulatory requirements.
  • Conduct periodic audits to maintain data integrity and prevent discrepancies.
• Cross-Departmental Collaboration:
  • Coordinate with sales, customer service, and finance to support accurate billing, sales tax treatment, and collections follow-through.
  • Communicate AR status and resolve cross-functional issues that impact collections.
  • Foster a positive work environment focused on growth and continuous improvement.
• Additional duties and special projects assistance as needed.

Work Environment:

• Sitting, standing and walking intermittently throughout the day; may stand for long periods.
• May occasionally use office equipment such as computer, mouse, keyboard, printer.
• Frequent exposure to warehouse operations with noise levels that may vary and include large trucks, forklifts, groups of construction workers, etc.
• Ability to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop kneel, crouch or crawl, talk or hear.
• Use specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Competencies:

• Represent Tool Country, Inc. in a positive manner, both internally and externally.
• Ability to meet deadlines and manage multiple projects simultaneously.
• Maintain a professional demeanor and respond with urgency.
• Show strong teambuilding and interpersonal skills.
• Self-directed, accountable for results and proactive; independent problem solver.
• Exercise independent judgement, think critically and strategically, collaborate with others and follow-through to execute projects.

• Ability to communicate persuasively and articulately both verbally and in writing.

• Ability to work effectively with a wide range of constituents.
• Demonstrated ability to set priorities with flexibility and willingness to address new challenges.
• Attention to detail with good organizational and time management skills.
• Comfortable working with technology and software systems.
• Proficient in Excel and other Microsoft Office programs.

Education and Experience:

• 2+ years accounting, accounts receivable, or related finance experience
• Experience with sales tax compliance, customer credit analysis, and credit card reconciliation preferred
• Advanced mathematical skills
• Working knowledge of office equipment and computer hardware
• Good command of English both oral, written, and customer service skills
• Great attention to detail and organization.
• Oracle NetSuite experience preferred
• Notary Public is a bonus.

Expected Hours of Work:

This role is considered full-time, working approximately 40 hours per week. This position is expected to work an 8-hour shift Monday through Friday, between the hours of 6:00am and 5:30pm. Occasional Saturday shifts may be required to fulfill inventory obligations. Travel within the geographic region will be required.