Position Summary
The Accounts Receivable Specialist manages an assigned portfolio of customer accounts, focusing on timely collections, accurate account maintenance, and the reduction of overdue balances. This role supports cash flow objectives by proactively managing receivables, resolving payment issues, and maintaining compliance with established credit and payment policies.
Working closely with customers and internal teams, the successful candidate will balance strong customer service with a results-driven approach to collections in a high-volume environment.
Key Responsibilities
Accounts Receivable & Collections
- Manage an assigned portfolio of customer accounts and monitor outstanding balances.
- Conduct collection calls and follow up on overdue invoices.
- Prioritize collection activities based on aging, outstanding balances, risk, and payment history.
- Secure and document payment commitments, following up on missed commitments as needed.
- Identify and escalate high-risk accounts, significant past-due balances, and potential bad debt.
- Proactively reduce aged receivables, particularly balances outstanding beyond 60 and 90 days.
- Maintain accurate collection notes and follow established procedures.
Account Reconciliation & Issue Resolution
- Review accounts for outstanding invoices, credits, unapplied payments, deductions, and discrepancies.
- Respond to customer inquiries regarding invoices, statements, and account balances.
- Investigate payment discrepancies and coordinate resolutions with internal departments.
- Identify recurring billing, pricing, shipping, and documentation issues affecting payment.
- Assist with account reconciliations to ensure accurate customer balances.
Credit & Order Support
- Monitor accounts for credit-limit concerns and overdue exposure.
- Escalate significant account risks and deteriorating payment patterns to the Credit team.
- Support credit reviews by identifying accounts and orders requiring further assessment.
- Follow established procedures for restricted or pending orders.
- Adhere to delegated authority and established credit approval processes.
Cash Application Support
- Collaborate with the Cash Application team to resolve unidentified or unapplied payments.
- Provide remittance details and supporting documentation as required.
- Research unidentified receipts and determine the appropriate customer account.
- Encourage customers to provide remittance information and use approved payment channels.
- Support accurate payment application and account reconciliation.
Reporting & Performance Management
- Review AR aging and collection reports regularly.
- Track collection activity, payment commitments, disputes, and account issues.
- Communicate significant collection challenges and customer risks.
- Participate in portfolio reviews and team meetings.
- Meet established collection, productivity, and performance targets.
Customer & Internal Communication
- Maintain professional and effective communication with customers regarding outstanding balances.
- Build productive relationships while consistently enforcing payment terms and policies.
- Collaborate with Sales and operational teams to resolve account concerns.
- Escalate disputes and unresolved issues through appropriate channels.
Key Performance Indicators
- Reduction in past-due accounts
- 60+ and 90+ day receivables performance
- Days Sales Outstanding (DSO)
- Collection effectiveness and cash collected
- Broken payment commitments
- Number and value of unresolved disputes
- Account reconciliation accuracy
- Collection activity and documentation
- Bad debt exposure and portfolio aging
Required Qualifications
- 2+ years of experience in Accounts Receivable, Collections, Credit, or a related finance function.
- Strong understanding of B2B accounts receivable and collections.
- Experience managing customer accounts, aging reports, invoices, payments, and reconciliations.
- Strong analytical, problem-solving, and communication skills.
- Excellent organizational and time-management abilities.
- Ability to manage a high-volume portfolio and prioritize competing demands.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft Excel and Microsoft Office.
- Ability to work independently and collaborate effectively across departments.
Preferred Qualifications
- Experience in wholesale distribution, construction supply, industrial distribution, or a similar B2B environment.
- Familiarity with ERP systems such as Infor M3, SX.e, or comparable platforms.
- Experience with AR automation and customer payment portals.
- Knowledge of electronic payments, EFT, credit cards, and remittance processes.
- Experience managing large customer portfolios and analyzing AR performance.
Core Competencies
- Collections & Negotiation
- Customer Service
- Financial Analysis
- Problem Solving
- Attention to Detail
- Organization & Time Management
- Communication
- Accountability
- Teamwork
- Professional Judgment
