Accounts Receivable Coordinator

Job Title: Accounts Receivable Coordinator

Job Description

The Accounts Receivable Coordinator manages the full accounts receivable cycle, ensuring timely collections, accurate cash application, and proper financial record-keeping to support cash flow and overall financial health. This role owns the end-to-end AR process, from credit review and invoicing through collections, research, reconciliations, and reporting, while collaborating closely with internal teams and customers.

Responsibilities

• Oversee the complete accounts receivable cycle, including cash applications, collections, and account maintenance.

• Download and process bank information such as lockbox images and daily bank reports, and prepare daily and weekly check deposits.

• Maintain accurate customer records, including addresses, email information, direct deposit changes or additions, and preparation of W-9 forms.

• Record and maintain detailed notes on all outstanding customer accounts to ensure clear account history and transparency.

• Prepare, review, and validate invoices, ensuring correct terms, pricing, and documentation.

• Upload and download customer invoices to various customer portals, ensuring timely and accurate submission.

• Monitor customer accounts for delayed or missed payments and proactively contact customers regarding past due invoices.

• Respond promptly to customer inquiries, research discrepancies, and resolve short payments, price differences, credits, and delivery-related issues.

• Escalate delinquent accounts as needed and work to resolve disputes in a professional and timely manner.

• Perform month-end activities, including reconciliations, invoicing, aging reviews, accruals, and variance analysis to maintain accurate financial records.

• Generate and analyze accounts receivable reports, including aging summaries and customer statements, to support decision-making.

• Collaborate effectively with sales, finance, and other internal and external stakeholders to resolve billing and account issues.

• Identify root causes of accounts receivable process issues and recommend improvements to enhance efficiency and accuracy.

• Set up and maintain customer accounts in the ERP system, ensuring critical fields are correctly entered to support accurate invoicing and reporting.

• Run credit checks on customers using tools such as Dun & Bradstreet and Atradius to support the establishment of appropriate credit terms.

• Reconcile customer accounts after research, make necessary entries in the system, and document findings and actions in customer profiles.

• Use multiple customer portals to upload invoices and manage account information, ensuring familiarity with portal-based processes.

• Respond to emails and phone calls in a timely and professional manner.

• Meet department deadlines and manage workload to support month-end and ongoing operational requirements.

• File and organize customer documents after completing research to maintain thorough and accessible records.

• Take ownership of the entire AR process, including cash applications, collections, credit review, research, and reconciliations, demonstrating independence and initiative.

• Question discrepancies, investigate misapplications and short payments, and ensure issues are fully resolved rather than left open.

• Perform other accounts receivable and related duties as assigned.

Essential Skills

• At least 5 years of hands-on accounts receivable experience, managing the full AR process including cash applications, collections, credit review, and reconciliations.

• Strong cash application skills, with the ability to research and resolve short payments, discounts, bank fees, and misapplied payments.

• Proven collections experience, including contacting customers for past due invoices and resolving payment issues through phone and email communication.

• Demonstrated ability to research and resolve customer account issues such as short payments, price discrepancies, credits, and delivery problems.

• Experience setting up customer accounts in an ERP system, with attention to critical fields that impact invoicing and reporting.

• Experience running credit checks on customers using Dun & Bradstreet, Atradius, or similar credit reporting portals.

• Ability to perform detailed reconciliation of customer accounts and record clear notes in customer profiles for future reference.

• Familiarity with using multiple customer portals to upload invoices and manage account information.

• Experience working with a large ERP system; exposure to Microsoft Dynamics D365 or similar platforms is highly valuable.

• Strong attention to detail, with the ability to identify and correct misapplications, incorrect invoices, and other discrepancies.

• Ability to think independently, question assumptions, and proactively investigate issues rather than accepting information at face value.

• Effective communication skills, both written and verbal, for interacting with customers and internal stakeholders.

• Ability to take full ownership of the accounts receivable function, demonstrate curiosity, ask questions, take notes, and learn from mistakes.

• Self-motivated, independent, and proactive work style, with a go-getter attitude and willingness to drive continuous improvement.

• Capability to manage deadlines and handle month-end accounts receivable and receivables-related activities in a manufacturing environment.

Additional Skills & Qualifications

• Experience in the manufacturing industry, particularly with month-end processes and strong receivables management, is highly beneficial.

• In the flavor or fragrance industry is a plus.

• Experience with Microsoft Dynamics D365 or similar ERP systems is strongly preferred.

• Exposure to accounts payable processes provides additional perspective and is considered a nice-to-have.

• Comfort working with multiple online portals for invoicing and customer account management.

• Strong analytical and problem-solving skills to support variance analysis and process improvement.

• Ability to collaborate effectively with cross-functional teams, including sales, finance, payroll, and accounting.

Work Environment

This is a fully in-office position in a family-owned, global organization that operates on trust and a collaborative spirit. You will work closely with a small, tight-knit finance team that includes one other accounts receivable professional and three accounts payable team members, as well as payroll and accounting colleagues. The atmosphere is close-knit and laid back, with long-tenured employees and a culture of genuine care and dedication to staff. The company is growing and has ambitious plans for expansion, offering the opportunity to contribute to and grow with the business. The environment is professional yet relaxed, with full benefits including medical, dental, and a retirement plan. While there is no sampling of raw flavors on-site, finished products featuring the company’s flavors and fragrances are often shared, reflecting the unique nature of the business.F

Job Type & Location

This is a Contract to Hire position based out of Northbrook, IL.

Pay and Benefits

The pay range for this position is $23.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Northbrook,IL.

Application Deadline

This position is anticipated to close on Sep 30, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.