Accounts Receivable Specialist

Job Description

Job Description

Accounts Receivable Specialist – Part-Time

Location: The Woodlands, Texas
Employment Type: Part-Time
Proposed Supervisor: VP of Operations or designated finance leader

Position Summary
Own accurate, timely customer invoicing and consistent collections for the company’s mobile RO and DI rentals, resin regeneration services, equipment, and related charges. This role protects cash flow by following established AR procedures, resolving billing exceptions, and maintaining reliable customer account records.

Responsibilities

• Review shipment, delivery, service completion, rental, usage, and return records daily; invoice promptly according to the applicable contract and SOP billing trigger. Apply “when it ships, it bills” to shipment based charges and track recurring charges on their required billing schedule.
• Verify approved pricing, customer purchase orders, available PO funding, payment terms, sales orders, freight support, rental dates, demurrage, and required documentation before invoicing. Escalate missing or conflicting information to the responsible department.
• Maintain an unbilled transaction and billing exception log with an owner, due date, and next action. Follow approved procedures for disputed charges and supplemental billing so one unresolved item does not unnecessarily delay valid charges.
• Issue customer invoices and statements; maintain delivery evidence and an organized invoice audit trail. Prepare approved credits and rebills and record the cause of each correction.
• Review aging and follow up consistently on overdue balances. Document collection contacts, disputes, promises to pay, and missed commitments; escalate according to AR procedures.
• Retrieve and record approved payment information; apply checks, ACH, wires, and card receipts accurately, investigate unapplied cash, and reconcile customer balances with Accounting.
• Provide a weekly report on overdue balances, collections, unbilled items, billing exceptions, and preventable corrections. Work with Customer Service, Sales, Field Service, and Procurement to correct upstream causes.
• Maintain a documented backup process and handoff for days outside the part time schedule. Protect customer financial information and use approved payment channels.

Qualifications

• At least 2 years of hands on accounts receivable, invoicing, or collections experience; industrial services, rentals, or equipment billing experience preferred.
• Associate’s or bachelor’s degree in accounting, finance, business, or a related field required.
• Ability to interpret sales orders, POs, rental agreements, shipment records, freight support, and customer account activity.
• Strong attention to detail, professional collection communication, spreadsheet skills, and experience with accounting or ERP software. Zoho experience preferred.
• Ability to work independently, follow written controls, document exceptions, and meet recurring deadlines.

Schedule and Working Conditions

• Part time, with a proposed 20 to 25 hours per week spread across weekdays to support daily billing and collections.
• Final hours should reflect transaction volume and month end requirements.
• Based in The Woodlands, Texas, with primarily office work involving confidential financial records.

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