What you'll do:
1.Invoicing & Billing:
- Generate and distribute accurate invoices to customers in a timely manner, ensuring adherence to company policies and customer specific requirements.
Verify billing data, investigate, and resolve any discrepancies or issues.
- Process credit memos, adjustments, and refunds as required, ensuring proper documentation.
2.Cash Application:
- Accurately and efficiently post customer payments (checks, wire transfers) to the correct accounts and invoices.
- Perform daily reconciliation of cash receipts with bank statements and resolve any variances.
- Proactively investigate and resolve unapplied cash, payment discrepancies, and short payments.
3. Collections:
- Manage a portfolio of customer accounts, proactively contacting customers regarding overdue accounts via phone, email, and mail, following established collection policies and procedures.
- Develop and execute effective collection strategies for challenging accounts, negotiating payment plans and following up on commitments to ensure adherence.
- Research, analyze, and resolve billing and payment disputes in a timely manner to facilitate collections, coordinating with sales, customer service, and other relevant departments.
- Maintain detailed and accurate records of all collection activities, communications, and promises to pay within the AR system.
- Prepare and analyze aging reports regularly to identify delinquent accounts, prioritize collection efforts, and assess potential bad debt risk.
- Escalate complex or high-risk delinquent accounts to management with clear summaries and recommended actions.
4. Reconciliation & Reporting:
- Perform regular reconciliation of the accounts receivable sub-ledger to the general ledger, identifying and correcting discrepancies.
- Prepare periodic AR aging reports, collection forecasts, DSO (Days Sales Outstanding) analysis, and other relevant financial reports for management review.
- Assist with month-end and year-end closing procedures related to accounts receivable, ensuring accurate cut-off.
5. Customer Service & Relationship Management:
- Serve as a primary point of contact for customer billing inquiries and issues, providing professional and timely responses.
- Build and maintain positive, professional relationships with customers to foster a collaborative environment and facilitate timely payments.
- Collaborate cross-functionally with sales, customer service, and other internal departments to efficiently resolve customer issues impacting collections.
What you'll need:
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- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (preferred but not always required).
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0–2 years of experience in Accounts Receivable, collections, general accounting, or a similar finance-related role.
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Strong collections skills, with the ability to professionally follow up on overdue accounts, negotiate payment arrangements, and resolve billing issues efficiently.
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Strong verbal and written communication skills, especially in handling customer inquiries and disputes.
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Proficiency in Microsoft Excel (e.g., VLOOKUP, pivot tables) and other MS Office tools.
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Ability to learn and adapt to new systems quickly.
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Excellent attention to detail and accuracy in processing and reconciling transactions.
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Good organizational and time-management skills.