Accounts Receivable Specialist Job Description

Job Summary:

The Accounts Receivable Specialist is responsible for managing and overseeing the collection of payments, maintaining accurate financial records, and ensuring that all outstanding accounts are properly handled. This role requires attention to detail, strong communication skills, and the ability to work efficiently with clients and internal teams to ensure timely and accurate payments.

Key Responsibilities:

• Invoice Generation and Management:

  • Prepare and issue invoices to clients based on agreed-upon terms and conditions.
  • Monitor and follow up on outstanding invoices, ensuring timely payments.

• Collection and Payment Processing:

  • Contact clients to follow up on overdue accounts and negotiate payment plans if necessary.
  • Process incoming payments, including checks, ACH transfers, and credit card payments.
  • Apply payments to customer accounts and maintain up-to-date records of accounts receivable.

• Account Reconciliation:

  • Reconcile customer accounts and resolve discrepancies by researching and resolving billing issues.
  • Work closely with the accounting team to ensure the accuracy of accounts receivable entries.

• Reporting and Documentation:

  • Prepare weekly, monthly, and quarterly reports detailing accounts receivable status, aging reports, and collections efforts.
  • Maintain accurate and organized records of all correspondence and payment agreements with clients.

• Customer Service:

  • Serve as a primary point of contact for clients regarding billing inquiries, disputes, and payment status.
  • Provide exceptional customer service by addressing client issues in a professional and efficient manner.

• Compliance and Policies:

  • Ensure compliance with company policies and accounting regulations in all accounts receivable activities.
  • Help in the implementation and improvement of accounts receivable procedures to streamline the payment process.

Qualifications:

• Education:

  • Bachelor’s degree in Accounting, Finance, or a related field (preferred).

• Experience:

  • 2–4 years of experience in accounts receivable, billing, or a related role.
  • Experience with accounting software (e.g., QuickBooks, Xero, SAP, or Oracle) and proficiency in Microsoft Excel.

• Skills:

  • Strong attention to detail and organizational skills.
  • Excellent communication and negotiation skills for interacting with clients and internal teams.
  • Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Key Focus Area:

• Knowledge of accounts receivable processes, including invoicing, collections, and payment processing.
• Ability to analyze account aging and identify discrepancies or issues.
• High degree of accuracy in record-keeping and data entry.
• Ability to maintain a professional demeanor when handling challenging customer interactions.