Accounts Receivable Coordinator

Accounts Receivable Coordinator

Department: Finance

Reports to: Senior Accountant

Job Purpose: The Accounts Receivable Coordinator plays a crucial role in the finance department by managing the collections process, handling complex billing issues, and ensuring timely payment. This role requires a proactive, detail-oriented individual with excellent communication and organizational skills to maintain relationships with internal and external stakeholders.

Key Responsibilities:

1. Proactively contact customers to collect payments and follow up on outstanding balances.
2. Set up new customer accounts, input approved credit, and maintain updated records in SAP.
3. Manage and resolve customer billing issues, requests, and complaints in a professional and timely manner.
4. Coordinate billing issues and reconciliations for both large and small dollar amounts.
5. Prepare and manage accounts for high-value projects, including progress payments and tender-specific invoicing.

Essential Duties:

1. Customer Management: Create and manage customer accounts. Maintain regular communication via email and phone to confirm payments. Send timely statements and invoices, ensuring accuracy and compliance with customer requirements.
2. Financial Management: Process invoices, credits, and rebills as needed. Identify and resolve account discrepancies proactively. Ensure large accounts are continuously monitored and reconciled with necessary reports and documentation.
3. System and Data Management: Utilize Square and SAP for payment processing, posting, and account updates. Maintain a daily log of collection activities and track collections in SAP. Upload invoices to customer portals as required for efficient payment processing.
4. Reporting and Collaboration: Generate A/R trial balances and credit management reports. Assist Project Managers with payment schedules, particularly for contract and tender work. Liaise with stakeholders to provide feedback, manage inquiries, and support financial operations.
5. Credit Review and Approval: Review customer credit applications, utilizing Credifax to assess credit references and determine appropriate credit limits and recommended customer terms.
6. Third-Party Financing Portal Management: Oversee our third-party financing portal, including uploading invoices, conducting internal reconciliations, posting payments, and troubleshooting any discrepancies that arise.
7. Customer Financing Assistance: Assist customers with financing options through our partner programs, providing guidance on available options and facilitating the financing process.

Qualifications:

• Bachelor’s degree or Certificate in Business, Accounting, or Bookkeeping.
• Proficiency in Microsoft Office, with strong skills in Excel.
• Experience with SAP and Square is highly preferred.
• Excellent reporting, database management, and analytical skills.
• Ability to work independently, as well as collaboratively, with a high level of diligence and self-motivation.
• Experience with accounts receivable aging reports is a plus.

Ideal Candidate Traits:

• Diligent: Ensures accuracy in all tasks, especially when handling complex billing.
• Proactive: Takes initiative to resolve issues before they escalate.
• Team-Oriented: Collaborates well with finance and project teams to streamline processes.
• Independent Thinker: Able to solve problems autonomously and take ownership of their responsibilities.
• Detail-Oriented: Meticulous with data management and reporting.

Job Types: Full-time, Permanent

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Vision care

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Accounts receivable: 3 years (required)

Work Location: In person