Accounts Receivable Specialist

About the Role

The Accounts Receivable Specialist supports accounts receivable, billing, and payment processing activities to ensure accurate and timely financial transactions. This role maintains project and customer records, prepares invoices and payment applications, monitors outstanding payments, and works closely with customers, Sales, Field Operations, and internal teams to resolve billing discrepancies.

Key Responsibilities

• Accounts Receivable Operations
• Process and maintain accounts receivable transactions accurately and timely.
• Apply customer payments, credits, adjustments, and other transactions to appropriate accounts.
• Review customer accounts for accuracy and identify routine discrepancies.
• Research unapplied cash, short payments, overpayments, and other basic account issues.
• Maintain accurate customer account information within company financial systems.
• Process routine account adjustments according to established procedures and approval requirements.
• Maintain organized electronic records and supporting documentation.
• Follow established Accounts Receivable policies and procedures.
• Cash Application and Payments
• Apply customer payments received through checks, ACH, wire transfers, credit cards, and other approved methods.
• Match remittance information to appropriate customer accounts and invoices.
• Research routine payment application discrepancies.
• Identify missing remittance information and follow up with appropriate teams or customers.
• Maintain accurate records of payment activity.
• Escalate complex or unidentified payments appropriately.
• Customer Account Support
• Respond to routine customer questions regarding invoices, payments, balances, and account activity.
• Provide invoice copies, statements, and supporting documentation as requested.
• Research basic billing and payment discrepancies.
• Coordinate with Sales, Credit, and other internal teams to resolve customer account questions.
• Maintain professional and responsive communication with customers.
• Escalate complex account concerns to more experienced team members or leadership.
• Reconciliation and Reporting
• Assist with customer account reconciliations.
• Research outstanding balances and transaction discrepancies.
• Support preparation and distribution of customer statements.
• Assist with reviewing aging and accounts receivable reports.
• Support month-end Accounts Receivable activities as assigned.
• Maintain accurate documentation supporting account balances and transactions.
• Controls and Team Support
• Follow company financial policies, internal controls, and established AR procedures.
• Maintain confidentiality of customer and company financial information.
• Assist with audit documentation requests as needed.
• Develop proficiency with company financial and AR systems.
• Participate in training and continuous improvement activities.
• Perform additional duties and projects as assigned.

Requirements & Tech Stack

• Strong attention to detail and commitment to accuracy.
• Basic understanding of accounting or accounts receivable processes.
• Strong organizational and time-management skills.
• Good written and verbal communication abilities.
• Strong data-entry and computer skills.
• Basic analytical and problem-solving abilities.
• Ability to manage recurring tasks and deadlines.
• Ability to work independently on assigned responsibilities while collaborating effectively with a team.
• Customer-service-oriented approach.
• Ability to maintain confidential financial information.
• Proficiency with Microsoft Office applications, particularly Excel and Outlook.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Accounting, Finance, Business, or a related field preferred.
• 0–2 years of accounts receivable, accounting, finance, billing, cash application, or related experience preferred.
• Previous payment-processing or customer-account experience is a plus.
• Familiarity with ERP or financial systems preferred.
• Experience within distribution, manufacturing, construction, or a multi-location organization is a plus.

Work Environment and Requirements

• Work is performed primarily in a professional office or corporate environment.
• Frequent computer, data-entry, financial-system, and customer communication work.
• Ability to sit and work at a computer for extended periods.
• Extended hours may occasionally be required during month-end, year-end, or other peak periods.

What You'll Earn

• 401(k) with employer match
• Medical, dental, and vision insurance
• Paid Time Off