Accounts Receivable Specialist

Job Summary:

We are seeking a detail-oriented and customer-focused Accounts Receivable Specialist to join our accounting team. This role is responsible for managing customer accounts, proactively collecting outstanding balances, researching and resolving payment discrepancies, and investigating customer deductions. 

The ideal candidate will possess strong communication, analytical, and organizational skills while maintaining positive customer relationships. This position works closely with our Billing Specialist to ensure the timely resolution of customer account issues. While billing responsibilities are handled by another member of the department, collaboration between these roles is essential to maintaining efficient accounts receivable operations. 

Key Responsibilities:

• Manage an assigned portfolio of customer accounts. 
• Monitor accounts receivable aging and proactively contact customers regarding past-due invoices. 
• Analyze and resolve shortages, pricing discrepancies, freight claims, promotional allowances, returns, and compliance chargebacks. 
• Collect outstanding balances while maintaining professional and positive customer relationships. 
• Investigate, validate, and resolve customer deductions, chargebacks, short payments, and disputed invoices. 
• Research payment discrepancies by collaborating with Sales, Customer Service, Shipping, Billing, and other internal departments. 
• Document collection activities, customer communications, and dispute resolutions. 
• Partner closely with the Billing Specialist to resolve invoice-related issues affecting customer payments. 
• Reconcile customer accounts and ensure account balances are accurate. 
• Prepare and distribute customer statements and aging reports as needed. 
• Escalate unresolved collection issues to management when appropriate. 
• Maintain accurate customer records and collection notes within the ERP/accounting system. 
• Identify opportunities to improve processes that enhance cash collections and reduce outstanding receivables. 
• Perform other accounting and administrative duties as assigned. 

Skills & Qualifications:

Required 

• High school diploma or equivalent. 
• Strong understanding of accounts receivable processes and commercial collection practices. 
• Excellent verbal and written communication skills. 
• Strong analytical and problem-solving abilities. 
• High attention to detail with excellent organizational and time management skills. 
• Ability to prioritize multiple tasks and meet deadlines. 
• Proficiency in Microsoft Excel and Microsoft Office applications. 

Preferred 

• Two or more years of experience in accounts receivable, commercial collections, customer accounting, deductions management, or a related finance role. 
• Experience in manufacturing, food manufacturing, distribution, or consumer packaged goods (CPG). 
• Experience investigating customer deductions, payment disputes, or account discrepancies. 
• Experience with ERP or accounting software.