Accounts Receivable Specialist

About Manhead LLC

Manhead is a worldwide, full service, merchandise and experiential company creating the global intersection of music, fashion and culture through branded experiences that strengthen the bond between artists and fans. For over thirteen years, Manhead has succeeded as one of the leading, independently owned music/entertainment merchandise companies, specializing in touring, e-commerce, creative, retail, licensing, collaborations, and pop-up shops.

About the role

We are seeking a detail-oriented and proactive Accounts Receivable Specialist to support the day-to-day accounts receivable operations of the company. This position works closely with the Controller, AP Clerk, Staff Accountant, and other internal teams to ensure orders are accurately invoiced, customer payments are properly recorded, outstanding balances are actively monitored, and all invoicing is completed before quarterly royalty statements are prepared.

The ideal candidate is organized, detail-oriented, customer-service focused, and comfortable researching discrepancies and following transactions through to completion.

What you'll do

• Prepare and process sales order invoices, working with the AP Clerk and other departments to obtain all required supporting information.
• Regularly audit sales order and purchase order queues to identify orders with missing or incomplete data.
• Research and follow up on missing information to ensure open orders are completed and invoiced promptly.
• Pull and review FedEx and UPS shipping reports to determine the appropriate shipping costs to be invoiced.
• Prepare miscellaneous and ad hoc invoices, including artist complimentary orders, marketing chargebacks, and other nonstandard billings.
• Reconcile daily cash receipts and transfers between accounts.
• Accurately apply customer payments, credits, and adjustments to the appropriate invoices and accounts.
• Prepare bank deposits and maintain complete supporting documentation for each deposit.
• Monitor accounts receivable aging and follow up on past-due balances.
• Communicate professionally with clients regarding invoices, payment status, account balances, and billing questions.
• Research and resolve short payments, overpayments, duplicate payments, unapplied cash, credit balances, and other account discrepancies.
• Process client credit card payments as needed and maintain appropriate payment documentation.
• Establish new client records in the accounting system and confirm that customer information, billing terms, and contact details are complete and accurate.
• Maintain accurate customer account records, including payment terms, billing contacts, tax documentation, and supporting correspondence.
• Assist with customer account reconciliations and provide statements or invoice support when requested.
• Partner with the Staff Accountant to ensure all applicable invoices are processed before quarterly royalty statements are generated.
• Assist with month-end and quarter-end close activities, including accounts receivable reconciliations and reporting.
• Identify recurring invoicing or payment issues and recommend process improvements.
• Assist with additional accounting and administrative projects as needed.

Qualifications

• Associate’s or bachelor’s degree in accounting, finance, business, or a related field preferred (or equivalent years of experience)
• Previous experience in accounts receivable, invoicing, cash application, collections, bookkeeping, or a related accounting function preferred.
• Working knowledge of accounts receivable processes and basic accounting principles.
• Ability to manage a high volume of transactions while meeting recurring deadlines.
• Proficiency with Microsoft Excel, including sorting, filtering, basic formulas, and reconciling data between reports.
• Familiarity with accounting, ERP (NetSuite preferred), order-management, or customer relationship management software.

Preferred Attributes

• Self-starter with a proactive and collaborative mindset
• Accuracy and attention to detail
• Effective written and verbal communication skills.
• Strong customer-service skills and the ability to handle payment or billing conversations professionally.
• Ability to research missing information and follow outstanding items through resolution.
• Strong organizational and time-management skills.
• Ability and willingness to learn new systems and processes quickly.
• Ability to work independently while collaborating effectively with accounting, sales, fulfillment, and operational teams.
• Ability to handle sensitive financial and customer information with discretion.

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