Accounts Receivable Specialist

Position Overview

The Accounts Receivable Specialist is responsible for managing and maintaining accurate accounts receivable records, ensuring timely customer invoicing, processing payments, monitoring outstanding balances, and supporting effective cash flow management. This role plays a critical part in maintaining the accuracy of financial records, strengthening customer relationships, and ensuring compliance with established accounting policies and procedures.

Working closely with Accounting, Finance, Sales, Customer Service, and other cross-functional teams, the Accounts Receivable Specialist will oversee daily billing activities, apply customer payments, reconcile accounts, resolve billing discrepancies, and support collection efforts. The successful candidate will demonstrate strong analytical skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

This position also supports month-end close, financial reporting, account reconciliations, and continuous process improvement. The ideal candidate has hands-on experience with enterprise resource planning (ERP) systems, particularly SAP S/4HANA, and possesses the communication skills necessary to work effectively with internal stakeholders and external customers.

Key Responsibilities

1. Accounts Receivable and Billing Management

• Manage daily accounts receivable activities to ensure accurate financial records and timely processing of customer transactions.
• Prepare, review, and issue domestic and international customer invoices in accordance with established billing procedures and contractual terms.
• Ensure invoices are accurate, complete, and issued within required billing timelines and cutoff periods.
• Process manual invoices, credit memos, debit memos, and other accounts receivable adjustments as needed.
• Review customer billing information to identify discrepancies, resolve errors, and maintain accurate account balances.
• Ensure appropriate documentation is maintained for all billing transactions and account adjustments.
• Monitor billing activities to identify recurring issues and recommend improvements to increase accuracy and efficiency.
• Support billing requirements across multiple sales channels, including e-commerce platforms, online marketplaces, warranty services, and repair transactions.

2. Cash Application and Payment Processing

• Process and apply customer payments accurately and promptly across multiple payment channels, including ACH, wire transfers, checks, credit cards, lockbox transactions, and other electronic payment methods.
• Review remittance information and payment documentation to ensure payments are applied to the appropriate customer accounts and invoices.
• Investigate unidentified, unapplied, or misapplied cash and coordinate with relevant stakeholders to resolve discrepancies.
• Reconcile customer payment activity against bank deposits and accounting records.
• Monitor daily cash receipts and maintain accurate records of incoming payments.
• Coordinate with customers and internal departments to obtain missing remittance information and resolve payment application issues.
• Support the timely resolution of payment discrepancies to maintain accurate accounts receivable balances and improve cash flow visibility.

3. Collections and Customer Account Management

• Monitor outstanding customer balances and follow up on overdue invoices to support timely collections.
• Review accounts receivable aging reports to identify past-due accounts, collection risks, and payment trends.
• Communicate professionally with customers regarding outstanding balances, payment commitments, billing questions, and account discrepancies.
• Investigate and resolve customer disputes related to pricing, invoicing, payments, credits, and account balances.
• Collaborate with Sales, Customer Service, and other internal stakeholders to resolve collection barriers and maintain positive customer relationships.
• Escalate high-risk or significantly overdue accounts in accordance with established collection procedures.
• Track collection activities, document customer communications, and follow up on outstanding commitments.
• Recommend strategies to reduce aged receivables, improve collection effectiveness, and minimize potential bad debt exposure.

4. Customer Credit and Account Setup

• Review and process customer account setup documentation to ensure accurate and complete records.
• Assist with reviewing credit applications, payment terms, credit limits, tax documentation, W-9 forms, and resale certificates.
• Verify customer information and supporting documentation in accordance with established policies and internal controls.
• Monitor customer credit limits and identify accounts that may require additional review or escalation.
• Support the maintenance of accounts receivable insurance documentation and related credit risk information, as applicable.
• Partner with Sales and Finance to address high-risk accounts, credit concerns, and payment issues.
• Maintain accurate customer master data within the ERP system and ensure changes are appropriately documented and authorized.

5. Account Reconciliation and Financial Reporting

• Reconcile customer accounts and investigate differences between accounts receivable subledger balances, general ledger balances, and supporting documentation.
• Reconcile bank deposits and payment activity to ensure transactions are recorded accurately.
• Prepare and maintain accounts receivable aging reports, reconciliation schedules, and other financial reports.
• Assist with rebate accrual calculations, supporting schedules, and related accounting reconciliations.
• Research discrepancies and coordinate corrective actions to ensure the integrity of financial records.
• Maintain organized documentation to support financial reporting, internal reviews, and audit requirements.
• Analyze accounts receivable trends and provide information to support cash flow forecasting and management reporting.
• Ensure financial records are accurate, complete, and maintained in accordance with established accounting procedures.

6. Month-End Close and Compliance

• Support month-end and year-end closing activities related to accounts receivable, including reconciliations, journal entry support, and reporting.
• Ensure billing cutoff procedures are followed and revenue-related transactions are recorded in the appropriate accounting period.
• Assist with preparing documentation and schedules required for external audits and internal financial reviews.
• Support monthly sales tax filing activities by gathering, reviewing, and reconciling relevant transaction information.
• Ensure accounts receivable activities comply with established company policies, accounting procedures, and applicable regulatory requirements.
• Identify discrepancies, documentation gaps, or control weaknesses and communicate them to the appropriate stakeholders.
• Maintain accurate records to support audit readiness and financial transparency.

7. Systems Management and Process Improvement

• Use SAP S/4HANA and other financial systems to process transactions, maintain customer records, and generate accounts receivable reports.
• Utilize Microsoft Excel to analyze account balances, reconcile transactions, prepare schedules, and identify trends or discrepancies.
• Identify opportunities to streamline billing, payment application, collections, and reconciliation processes.
• Develop, document, and maintain standard operating procedures (SOPs) for accounts receivable activities.
• Recommend improvements to internal controls, workflow efficiency, data accuracy, and reporting practices.
• Support the implementation of system enhancements, automation, and process changes that improve the effectiveness of accounts receivable operations.
• Ensure accounting documentation and system records are complete, accurate, and consistently maintained.

8. Cross-Functional Collaboration and Team Support

• Serve as a key point of contact for accounts receivable inquiries from customers and internal stakeholders.
• Partner with Sales, Finance, Customer Service, and other departments to resolve billing issues and improve payment outcomes.
• Communicate account status, collection concerns, and recurring discrepancies to relevant team members.
• Provide guidance and support to colleagues regarding accounts receivable procedures and best practices.
• Assist with training and mentoring team members as needed.
• Provide backup support for treasury-related activities when required.
• Perform other related duties as assigned.

Required Qualifications

• Three to five years of progressive experience in accounts receivable, billing, collections, cash application, or related accounting functions.
• Hands-on experience with SAP S/4HANA is required.
• Advanced Microsoft Excel skills, including the ability to analyze financial data, reconcile transactions, and prepare reports.
• Strong understanding of accounts receivable processes, including invoicing, payment application, collections, account reconciliation, and customer account maintenance.
• Experience researching and resolving billing discrepancies, payment issues, and customer account variances.
• Knowledge of accounts receivable aging, credit management, and collection procedures.
• Strong analytical, organizational, and problem-solving skills.
• Exceptional attention to detail and commitment to financial accuracy.
• Excellent written and verbal communication skills, with the ability to interact professionally with customers and internal stakeholders.
• Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Strong recordkeeping skills and the ability to maintain organized financial documentation.
• Ability to anticipate operational needs, identify potential issues, and take appropriate action.
• Proficiency in using computers, calculators, and standard office equipment.

Preferred Qualifications

• Associate or bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience with ERP systems, financial reporting tools, and automated billing or payment platforms.
• Experience supporting month-end close, external audits, and financial reconciliations.
• Familiarity with domestic and international billing requirements.
• Experience processing transactions across multiple sales channels, including e-commerce platforms and online marketplaces.
• Knowledge of customer credit applications, credit limits, accounts receivable insurance, and credit risk management.
• Experience preparing rebate accruals, general ledger reconciliations, and sales tax documentation.
• Previous experience mentoring or training accounting team members.
• Familiarity with treasury support, cash management, and bank reconciliations.
• Experience developing standard operating procedures and improving accounting workflows.

Education and Experience

• High school diploma or equivalent required.
• An associate or bachelor's degree in Accounting, Finance, or a related field is preferred.
• Equivalent combinations of education, training, and relevant professional experience may be considered.