Accounts Receivable Administrator

Job Description

Job Description

Grassi's Client, VJ Technologies Inc., is seeking an experienced Accounts Receivable Administrator to join their growing team!

Location : Bohemia, NY, onsite 5x a week
Title  : Accounts Receivable Administrator

Hands-on accounting professional responsible for the accurate processing, tracking, and management of accounts receivable transactions for project-based business operations. Duties include generating and distributing invoices, monitoring receivables and collections activities, maintaining project-specific billing records, reconciling customer payments, and supporting positive cash flow through proactive follow-up and communication with internal and external stakeholders.

Job Description:

• Process Accounts Receivable transactions in a timely manner and track invoices through final payment receipt.
• Generate, review, distribute, and maintain accurate invoices in accordance with project milestones, commercial terms, and customer contractual requirements.
• Develop a complete understanding of each project’s financial details, schedules, budgets, milestones, and billing requirements throughout the project lifecycle.
• Prepare and maintain reliable accounts receivable forecasts and cash collection projections for management review including generation of a weekly AR aging report.
• Responsible for resolving all billing issues with customers and settlement against WIP projects.
• Collaborate with Project Management, Engineering, and Support team to ensure timely and accurate invoicing throughout the life cycle of each project and to resolve invoicing and payment-related issues with the intention of maintaining a positive company cash flow.
• Monitor accounts receivable aging and proactively follow up with customers regarding outstanding invoices and delayed payments.
• Conduct accounts receivable collection calls and maintain consistent communication with customers regarding payment status and record all activity on a tracking log.
• Create and maintain separate files for every project separately to ensure accurate documentation and traceability.
• Support management by following policies and procedures while complying with federal, state and local financial legal requirements.
• Effectively work in a team-oriented environment while managing multiple priorities and deadlines simultaneously.
• Special projects as needed.

Essential Skills:

• Bachelor’s degree in accounting or other relevant disciplines.
• Minimum five (5) years of experience in a comparable accounting role within a manufacturing environment.
• Fully knowledgeable of all basic accounting techniques.
• Prior experience working with an ERP, MRP or other accounting system.
• Proficiency in Microsoft Office Suite.
• Intermediate knowledge in Excel.
• Ability to multi-task, prioritize and anticipate work needs in a fast-paced environment with emphasis on quality, accuracy and timeliness.
• Excellent interpersonal and communication skills with the ability to interface effectively with internal and external customers and all levels of management.
• Analytic ability with strict attention to detail.
• Reliable and focused team player.
• Legally authorized to work in the US and able to successfully pass a complete background check and drug screening.

Non-Essential Skills:

• Experience with project-based accounting methodologies.
• Advanced MS Excel skills
• Familiarity with MS AX ERP systems.
• Prior experience working for a government subcontractor.

Physical & Mental Demands:

• Regularly required to sit, walk, bend and stand.
• Expected to effectively communicate in person, on phone, and via email and other electronic devices on a continual and repetitive basis.
• Will need to repeatedly use hands to finger, handle, feel and operate standard office equipment.
• Specific vision abilities required include close vision, distance vision and the ability to adjust focus.
• Must be able to fulfill essential job function in a consistent state of alertness and safe manner.