Accounts Receivable & Collections Specialist

The Accounts Receivable & Collections Specialist is part of a team of highly motivated, customer-oriented individuals seeking to deliver exceptional experiences to our customers and drive performance of the organization. This role ensures timely and accurate billing, effective cash collections, and strong customer account management while maintaining compliance with internal policies. (This is meant to be a guide. Duties may vary dependent upon management.)

Essential Position Functions:

Accounts Receivable Management

• Reduce Days Sales Outstanding (DSO)
• Reconcile customer accounts, including researching short payments, deductions, and unapplied cash
• Partner with other Accounts Receivable team members, sales and customers to resolve discrepancies and maintain accurate account status
• Maintain detailed account notes and accurate support files for payments, adjustments and journal entries
• Monitor AR aging and ensure balances are accurate. Apply credits to open balances in a timely manner
• Assist with maintaining shared department inbox by responding to assigned task in a timely manner

Billing & Invoicing

• Complete the billing process on orders that were not auto billed at delivery
• Review and correct invoicing exceptions and authorize billing
• Ensure proper application of pricing, discounts, and tax requirements
• Maintain a log and resolve billing issues by collaborating with customers, sales, customer service, and Finance
• Issue and review credit memos for returned product, quantity, and pricing discrepancies

Collections

• Manage a portfolio of customer accounts to ensure timely payment of outstanding invoices.
• Conduct proactive collections outreach via phone and email
• Analyze aging reports and prioritize collection efforts to reduce past-due balances
• Negotiate payment plans and resolve payment disputes in a professional manner
• Coordinate with the AR Supervisor, AR Manager and Collections Analyst to improve collections, including customer outreach and escalation of high-risk or delinquent accounts as needed

Process Improvement & Compliance

• Identify opportunities to improve billing accuracy, collection efficiency, and customer experience
• Ensure compliance with internal controls, company policies, and audit requirements
• Support month-end close activities related to AR

Other duties as assigned.

This job description is intended to describe the general nature, complexity, and level of work to be performed by employees assigned to this position and is not to be construed as an exhaustive list of responsibilities, duties and/or skills required. It does not prescribe or restrict the work that may be assigned. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

Education and/or Experience:

• BS or Associates degree in Accounting or Finance is prefered
• Minimum of 2+ years in accounts receivable, billing, or collections
• Strong knowledge of AR processes, billing systems, and collections practices
• Experience using ERP accounting platforms (Infor M3, SAP, Sage, Syspro)
• Experience using AR automation platforms such as BillTrust
• Excellent analytical skills
• Proven attention to detail
• Ability to multitask and prioritize workload
• Must have intermediate Microsoft Office (Word, Excel, Outlook) skills
• Must be able to efficiently use a Windows-based computer
• Ability to prioritize and complete assignments accurately and in a timely manner
• Able to effectively handle multiple priorities with a strong attention to detail in a fast-paced environment
• Strong interpersonal, organizational, oral and written communications skills
• Must be able to read and communicate in English, for safe and effective performance of the job and business operations
• Must be able to work independently, and with a team
• Must be able to pass a drug screen and criminal background check

Work Environment:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Regularly required to walk and stand continuously for long periods of time.
• Talk or hear, both in person and by telephone.
• Reach with hands and arms.
• Specific vision requirements include close vision, distance vision and the ability to adjust focus.
• Lift up to 25 lbs.

Mental Demands

• Regularly required to use written and oral communication skills.
• Will interact regularly with managers and staff.
• Must be able to work independently with little supervision.

Work Environment

• Employee works under typical office conditions, and the noise level is usually quiet.

Mac Papers + Packaging is an equal opportunity employer and makes employment decisions without regard to age, race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other protected category.