Software & Accounts Receivable Coordinator

About Maner Costerisan

Maner Costerisan is a full-service public accounting, technology and business consulting firm that has grown into one of the top firms in the Great Lakes region. Ranked as one of the “Best Firms to Work For” by Accounting Today for 11 consecutive years, we invest in our people so they can invest in themselves, their clients and their communities.

We are a group of passionate, driven and focused individuals with a combination of unique and diverse mindsets, skill sets and experiences dedicated to reaching our potential, so our clients can achieve theirs.

Position Summary

The Software & Accounts Receivable Coordinator is responsible for supporting the firm's client software renewal and licensing processes while maintaining accurate and timely accounts receivable and cash receipt activities. This position plays an important role in ensuring client software subscriptions are properly renewed and administered, client payments are accurately processed and posted, client accounts remain current, and outstanding balances receive consistent and professional follow-up.

The position requires a high degree of organization, attention to detail, follow-through, and professionalism when communicating with both internal staff, software vendors, and clients. The successful candidate will be comfortable working with financial information, managing deadlines, making collection calls, and identifying opportunities to improve administrative processes.

Essential Responsibilities

Client Software Renewals & Coordination

• Coordinate the firm's client software renewal process for products and platforms supported, implemented, or managed by the firm, including Sage Intacct, Microsoft Dynamics 365, and other third-party software solutions .


• Maintain a comprehensive database of client software agreements, subscriptions, licenses, renewal dates, pricing, billing arrangements, and client contacts.


• Monitor upcoming client software renewals and initiate the renewal process in advance of expiration dates to ensure continuity of client service.


• Communicate with clients regarding upcoming software renewals, pricing, licensing requirements, subscription changes, and renewal options.


• Coordinate with software vendors and internal client service teams to obtain renewal pricing, updated agreements, licensing information, and other required documentation.


• Work with appropriate Partners, client service professionals, and technical staff to determine client software needs and appropriate licensing levels prior to renewal.


• Prepare and/or coordinate renewal quotes, invoices, and related client communications in accordance with firm procedures.


• Process client software renewal orders and coordinate the appropriate documentation, signatures, and payment requirements using third-party portals.


• Track the status of outstanding renewal quotes, approvals, payments, and completed renewals.


• Coordinate with Accounts Receivable regarding client billing and payment status for software renewals.


• Maintain accurate records of client software licenses and identify opportunities to address inactive, unused, or unnecessary licenses in coordination with the appropriate client service team.


• Assist with software subscriptions license additions, upgrades, downgrades, cancellations, and other changes to existing client software arrangements

Cash Receipts & Receipting

• Process and receipt client payments accurately and timely.


• Post payments to the appropriate client accounts and invoices.


• Reconcile daily cash receipts to bank deposits and accounting records.


• Research and resolve discrepancies between payments received, deposits, and client accounts.


• Properly identify and apply payments received by check, ACH, credit card, electronic payment, or other approved methods.


• Maintain accurate records of unapplied or unidentified payments and work with appropriate staff to resolve them.


• Prepare or assist with daily and monthly cash receipt reports.


• Coordinate with the accounting team regarding payment discrepancies, adjustments, refunds, and other account activity.


• Ensure all receipting and posting procedures are completed in accordance with firm policies and internal controls.

Accounts Receivable & Collections

• Monitor assigned client accounts and outstanding balances.


• Review aging reports regularly and identify accounts requiring follow-up.


• Contact clients by telephone, email, and other appropriate methods regarding past-due balances.


• Make professional and courteous collection calls while maintaining positive client relationships.


• Follow established collection procedures and timelines.


• Document collection activity and client communications in the firm's systems.


• Research client questions regarding invoices, payments, credits, and account balances and coordinate with appropriate personnel to resolve issues.


• Follow up on payment commitments and document promised payment dates.


• Escalate significant, delinquent, or difficult accounts to the Director of Administration and/or appropriate Partner.


• Assist with stop-work notices and other collection-related communications in accordance with firm policy.


• Assist with identifying accounts that may require payment arrangements, additional collection action, or client relationship review.


• Maintain confidentiality of client financial information.


• Provide periodic reports to management regarding aging, collection activity, outstanding balances, and trends.

Reporting & Process Improvement

• Prepare recurring reports related to accounts receivable, collections, cash receipts, software expenses, and renewals.


• Monitor key metrics such as accounts receivable aging, collection activity, unapplied cash, and upcoming software renewals.


• Identify opportunities to improve the efficiency, accuracy, and consistency of receipting, collections, and software renewal processes.

Qualifications

• Associate degree in accounting, business administration, finance, or a related field; equivalent experience may be considered.


• 2–4 years of experience in accounts receivable, billing, accounting, collections, administrative operations, or a related area.


• Strong attention to detail and accuracy.


• Strong organizational and time-management skills.


• Comfortable working with financial information and account balances.


• Strong written and verbal communication skills.


• Professional and confident telephone communication skills.


• Ability to make collection calls in a courteous, professional, and appropriately assertive manner.


• Proficiency with Microsoft Excel and Microsoft Office applications.


• Ability to maintain confidentiality and exercise sound judgment.


• Ability to manage multiple deadlines and priorities independently.

Preferred

• Experience working in a professional services or public accounting environment.


• Experience with accounts receivable and collection processes.


• Experience with accounting or practice management software.


• Experience managing software subscriptions, licenses, or vendor renewals.


• Experience with payment processing and cash receipting.


• Familiarity with client billing and professional services invoicing.