Accounts Receivable Administrator

ebm-papst, Inc.

Job Description

Accounts Receivable Administrator

Department: Finance / Accounting
Reports To: Controller
Location: Farmington, CT
Employment Type: Full-Time

Position Summary

The Accounts Receivable Administrator is responsible for supporting the company’s accounts receivable activities, including customer account maintenance, cash application, collections follow-up, account reconciliations, and resolution of billing and payment discrepancies.

This position works closely with customers and internal Sales, Customer Service, Finance, and Operations teams to ensure customer accounts are accurate, payments are applied promptly, past-due balances are addressed, and accounts receivable records are properly maintained.

Key Responsibilities

Accounts Receivable

• Maintain accurate customer accounts and accounts receivable records.
• Apply customer payments, including ACH, wire transfers, checks, credit cards, and other payment methods.
• Research and resolve unapplied cash, short payments, overpayments, deductions, and payment discrepancies.
• Reconcile customer accounts and investigate outstanding or aged balances.
• Process credit memos, adjustments, and account corrections in accordance with established approval procedures.
• Support month-end closing activities related to accounts receivable.
• Maintain appropriate documentation and audit trails for AR transactions.

Collections & Customer Support

• Monitor AR aging reports and follow up on past-due customer balances.
• Contact customers regarding outstanding invoices and payment status in a professional and timely manner.
• Research customer inquiries concerning invoices, payments, credits, deductions, and account balances.
• Coordinate with Sales and Customer Service to resolve pricing, shipping, quality, or other disputes affecting payment.
• Escalate significant delinquent balances or customer issues to management.

Credit & Customer Master Support

• Assist with new customer setup and maintenance of customer master data.
• Support customer credit reviews by collecting credit applications, references, and other required information.
• Ensure customer records and supporting documentation comply with company policies and internal controls.
• Assist with monitoring credit limits and payment terms.

Reporting & Controls

• Assist with AR aging, past-due, cash application, and collection reporting.
• Support internal and external audit requests related to accounts receivable.
• Identify opportunities to improve AR processes, controls, and efficiency.
• Follow established accounting policies, authorization requirements, and segregation-of-duties controls.

Qualifications

Required

• High school diploma or equivalent.
• 5+ years of experience in accounts receivable, accounting, collections, or a related administrative finance role.
• Working knowledge of accounts receivable and basic accounting principles.
• Strong Microsoft Excel skills, including sorting, filtering, basic formulas, and reconciliation of data. SAP knowledge a plus.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.

Benefits: Eligible employees receive a comprehensive benefits package including medical, dental and vision insurance; HSA options; life and disability insurance; voluntary supplemental benefits; a 401(k) retirement plan with company contributions; and paid time off.