Accounts Receivable & Collections Specialist

Essential Duties and Responsibilities

• Serve as a primary point of contact for assigned customer accounts, responding to customer inquiries related to invoices, payment status, account balances, billing requirements, and general accounts receivable matters.
• Monitor and manage shared Accounts Receivable email inboxes, ensuring customer requests, billing inquiries, and collection-related communications are addressed promptly or routed to the appropriate team member.
• Assist with daily billing activities, including reviewing onsite billing transactions for completeness and accuracy prior to invoice generation.
• Prepare, distribute, and upload customer invoices through customer portals, electronic billing platforms, and other customer-required submission methods while ensuring compliance with customer billing requirements.
• Maintain accurate customer account records, including billing contacts, remittance information, invoice delivery preferences, and customer-specific billing requirements.
• Review customer purchase order information and assist in monitoring purchase order expirations, and billing requirements to support successful invoice processing.
• Manage collection activities for assigned small- and mid-tier customer accounts, including customer outreach by phone and email to secure payment of outstanding balances.
• Review accounts receivable aging reports and follow up on past-due accounts to identify collection opportunities, resolve payment delays, and support reduction of delinquent balances.
• Research and assist in resolving routine payment disputes, invoice discrepancies, short payments, deductions, and customer account questions in coordination with internal departments.
• Issue customer statements, payment reminders, and collection correspondence as part of ongoing collection efforts.
• Escalate complex collection issues, significant delinquent accounts, disputed balances, and customer concerns to the Accounts Receivable Operations Specialist or Manager as appropriate.
• Assist with the application of customer payments and provide backup support for cash application activities to ensure accurate recording of cash receipts.
• Research unapplied cash, payment discrepancies, and remittance information to support timely account reconciliation and accurate customer balances.
• Assist with preparation of aging reports, collection status updates, and other accounts receivable reporting as requested by management.
• Support internal control requirements by maintaining accurate documentation of billing, collections, and customer account activities.
• Collaborate with the Accounts Receivable Operations Specialist and Manager to identify opportunities for improving billing, collections, customer service, and accounts receivable processes.
• Perform other accounts receivable, billing, collections, and administrative duties as assigned.

Preferred Qualifications

• 3-5 years of accounts receivable, billing, collections, customer account management, or related accounting experience.
• Experience working with ERP systems, customer billing portals, and Microsoft Excel.
• Understanding of accounts receivable processes, collections practices, and cash application procedures.
• Strong customer service and communication skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to work independently and collaboratively within a team environment.