Accounts Receivable Accountant

We are seeking a diligent, analytical, and detail-oriented Accounts Receivable Specialist to join our finance team. In this role, you will be responsible for managing the invoicing process, monitoring outstanding balances, resolving payment discrepancies, and maintaining positive relationships with clients. You will work closely with the accounting and sales departments to ensure accurate financial records, timely collections, and compliance with company policies.

Key Responsibilities

Invoicing and Billing

1. Prepare and issue invoices for goods and services in accordance with customer contracts, purchase orders, and internal policies.
2. Ensure invoices are accurate, complete, and distributed to customers on time.

Payment Tracking and Collections

1. Monitor incoming payments to ensure they are applied correctly and promptly.
2. Follow up on overdue accounts by phone, email, or other methods to secure prompt payment.
3. Negotiate payment plans or terms when necessary, always maintaining professional and courteous communication.

Accounts Receivable Reconciliation

1. Reconcile customer accounts regularly to identify and resolve any discrepancies in a timely manner.
2. Investigate and resolve payment inconsistencies or issues (e.g., short pays, double pays, unapplied credits).
3. Work with the accounting team to ensure all AR activities are accurately captured in the general ledger.

Reporting and Analysis

1. Generate monthly AR aging reports, highlighting key issues or risks, and propose solutions for overdue receivables.
2. Analyze historical trends to improve the company's credit and collection policies and drive cash flow optimization.
3. Assist in month-end and year-end closing tasks, including preparing schedules and analyses for auditors.

Customer Relations

1. Collaborate with customers to resolve any billing or payment issues, prioritizing a positive customer experience.
2. Escalate unresolved or complex issues to management when necessary.
3. Maintain an organized record of all customer interactions and transactions.

Internal Collaboration and Process Improvement

1. Work closely with internal teams (Sales, Customer Service, Accounting) to coordinate billing activities, ensure contract compliance, and address any billing-related inquiries.
2. Identify opportunities to automate processes or refine AR procedures to improve efficiency and accuracy.
3. Stay updated on best practices in accounts receivable management, as well as relevant accounting regulations and standards.

Required Qualifications and Skills

Education & Experience

1. Bachelor's Degree in Accounting, Finance, Business Administration, or related field (or equivalent work experience).
2. Years of proven experience in Accounts Receivable, Collections, or a related finance/accounting role.

Technical Proficiency

1. Solid understanding of basic accounting principles, standards, and regulations (e.g., GAAP).
2. Proficiency with accounting software (e.g., QuickBooks, SAP, NetSuite, or similar) and Microsoft Office Suite (especially Excel).
3. Experience with ERP systems or CRM tools is highly desirable.

Analytical and Problem-Solving Skills

1. Strong attention to detail with the ability to spot numerical discrepancies quickly.
2. Excellent organizational skills; able to manage multiple priorities and deadlines.
3. Demonstrated ability to investigate, troubleshoot, and resolve billing and payment discrepancies.

Communication and Customer Service

1. Superior written and verbal communication skills, including the ability to communicate complex information clearly.
2. Professional and courteous demeanor, with strong negotiation and conflict-resolution abilities when dealing with delinquent accounts.
3. Ability to build and maintain positive relationships with both internal teams and external clients.

Additional AR-Focused Requirements

1. Credit Analysis
2. Assess client creditworthiness by reviewing financial statements or payment history and make recommendations on payment terms or credit limits.
3. Collaborate with management to implement or revise credit policies to minimize financial risk.

Policy Compliance

1. Maintain adherence to company credit and collections policies; suggest improvements based on data analysis and trends.
2. Ensure compliance with all applicable legal and regulatory requirements in the credit and collection process.

Aging Receivables Management

1. Maintain a systematic approach to tracking outstanding balances and following up on past-due invoices.
2. Propose strategies for reducing Days Sales Outstanding (DSO) and bad debt reserves.

Documentation and Record-Keeping

1. Keep thorough records of credit approvals, payment agreements, overdue notices, and collection efforts.
2. Maintain confidentiality of all financial data and documents.
3. Implement and monitor proper storage and retention practices for AR-related documentation.

Audit Support

1. Prepare documentation and respond to inquiries from internal and external auditors related to accounts receivable.