Accounts Receivable Specialist

Summary: The Accounts Receivable Specialist is responsible for maintaining and performing the daily accounts receivable function of the company. Primary duties include tracking payments from customers, resolving discrepancies, ensuring the timely collection of outstanding invoices, maintaining accurate financial records, monitoring accounts receivable aging and identifying overdue accounts.   

Essential Duties and Responsibilities: 

• Collect accounts receivable by contacting clients via telephone or email.  Gather and verify invoices for appropriate documentation prior to payment 

• Review customer agreements to ensure proper billing. 

• Maintain accounts receivable records to ensure aging is up to date, credits and collections are applied, uncollectible amounts are accounted for, and miscellaneous differences are cleared 

• Respond to customer inquiries regarding billing, payments, and account discrepancies. 

• Distribute invoices and statements accurately and on time, as well as reminder notices as necessary. 

• Manage recurring billing schedules and update account information as required 

• Collaborate with the sales and customer service teams to resolve disputes. 

• Communicates discrepancies to AR Manager, identify slow-paying customers, and recommend collection candidates 

• Implement collection strategies to minimize outstanding balances. 

• Assist with audits by preparing documentation support for AR Manager to respond to auditor inquiries. 

• Ensure compliance with company policies, financial regulations, and internal controls. 

• Strengthens and grows relationships with clients by communicating with customers regarding past-due accounts 

• Assist in streamlining the accounts receivable process by identifying areas for customer performance improvement 

• Ensure customer satisfaction while enforcing payment terms and conditions. 

• Analyze trends and identify opportunities for process improvement or risk mitigation. 

• Review and validate resale and sales tax exemption forms submitted by customers 

• Reviews and approves RMAs for refund 

• Cross train members of the department as needed on tasks to ensure continuity of work while team members are out of office  

• Support the company in projects that involve AR as requested to contribute to a quality outcome 

Knowledge, Skills & Abilities:  

• Minimum 3 years of AR experience, including high‑volume billing 

• Strong attention to detail and data accuracy 

• Proficiency with Excel and accounting/ERP software 

• Excellent communication and customer‑service skills 

• Strong organizational and time‑management abilities 

• Ability to work independently and meet deadlines 

• Exercise integrity and confidentiality in financial reporting, and comply with national and local financial requirements 

Work Environment:   The work environment is indoors in a professional office environment.  The floor surfaces are carpeted in office areas and conference rooms with vinyl floor covering typical in hallways, break rooms and computer rooms. Occasionally, they may work in a warehouse environment, as part of a project, and/or in the field with outside sales. 

Work Hours: The work schedule is 5 days per week, 8 hours per day.  Initial start time may vary, with work hours typically from 8am-5pm.  Work hours and shifts are subject to change depending on operating business conditions and needs. The position resides in Orange County but is hybrid with 2 days being remote work. 

Physical and Mental Demands: Sedentary, exerting up to 10 pounds of force occasionally, or negligible amounts of force frequently, to move objects. This job also requires constant sitting. Constant use of the upper extremities is required to reach, handle, and position tools and equipment.  The employee must know and follow proper safety protocols and maintain a professional and polished appearance.  They must be able to efficiently use Microsoft Office Programs and Project Management systems to retrieve information, generate documents, organize project plans/schedules and coordinate meetings.  The employee must also be able to maintain and preserve confidentiality of company information, exhibit strong interpersonal skills and the ability to build relationships with internal stakeholders, including international affiliates. 

Supervisory Responsibilities:   None