A/R & Collections Specialist

As part of the Administrative Excellence team, the Accounts Receivable Specialist supports the financial health of CIS by accurately posting customer payments, maintaining organized records, and assisting with collections and reconciliations. This role also serves as the front-desk receptionist, greeting visitors, answering incoming calls, and routing inquiries professionally and efficiently. Success in this position requires strong attention to detail, active listening, professionalism, and familiarity with CIS’s branches and associates to ensure accurate call handling and timely financial processing. 

Essential Job Functions: 

• Retrieve customer payment reports daily from multiple banking platforms and systems, ensuring completeness and accuracy of all payment data across subsidiary companies.  

• Compile and deposit checks received at the branch using the check scanner.  

• Match and post remittance details to corresponding invoices accurately and promptly. 

• Prepare daily deposits, reconcile accounts, and ensure compliance with CIS financial procedures. 

• Generate and distribute monthly customer statements. 

• Communicate with customers to clarify payment discrepancies or missing remittance information. 

• Support the collection of overdue accounts by contacting customers and documenting payment commitments. 

• Collaborate with Finance to ensure cash activity is accurately recorded and reconciled. 

• Maintains confidentiality of all customer, financial, and company information in accordance with CIS policy. 

• Assist with documentation for audits or financial reviews as needed. 

• Serve as the first point of contact for visitors and incoming calls, listening attentively to understand needs and routing inquiries to the appropriate associate or department. 

• Maintain familiarity with CIS branch locations, teams, and associates to ensure accurate call handling and customer satisfaction. 

• Greet and assist visitors and vendors courteously, ensuring security and sign-in procedures are followed. 

• Manage incoming and outgoing mail, deliveries, and general office coordination. 

• Support scheduling of meeting spaces, hotel reservations, and meal orders for on-site meetings as needed. 

• Promote and encourage the use of ACH as CIS’s preferred payment method by educating customers on the process when applicable. 

Accountability 

• Champions Safety, CIS’s first Core Value, by modeling safe work practices, exercising Stop Work Authority, and complying with all related safety policies, procedures, and training requirements. 

• Comply with all CIS quality policies and procedures in addition to all rules, policies, and guidelines in the Associate Handbook. Works diligently to meet key objectives that drive the strategic success of CIS, ensuring that individual contributions align with the organization's overall goals. 

• Demonstrates accountability by completing assigned work accurately and on time while maintaining a professional demeanor. 

• Communicate clearly with customers, team members, and management regarding status, challenges, and solutions. 

• Adheres to company policies and procedures to ensure compliance and consistency in administrative and financial activities. 

• Maintains confidentiality of sensitive financial, associate, and customer information. 

• Supports a positive team environment and contributes to the collective success of CIS. 

Skills and Abilities 

• Strong attention to detail and accuracy in posting and recordkeeping. 

• Excellent listening and communication skills to handle calls and route inquiries effectively. 

• Proficiency in Microsoft Office and ERP systems (NetSuite experience preferred). 

• Strong organizational skills and ability to manage multiple priorities. 

• Customer service orientation with professionalism in every interaction. 

• Reliable, adaptable, and eager to learn new systems and procedures. 

• Adaptability to changes in processes, software, and team structures. 

• Willingness to work overtime as needed to meet deadlines or project requirements. 

Education, Experience, & Qualifications 

• High school diploma required; associate degree in accounting business, office administration preferred. 

• 1-3 years of experience in accounts receivable, accounting support, or administrative/customer service roles preferred. 

• Order-to-cash process experience including posting payments to customer accounts and account reconciliation. 

• Experience with phone systems or front desk operations preferred.  

• System proficiency in ERP, CRM, and Microsoft Office. 

• Equivalent experience will be considered in lieu of formal education. 

Physical, Functional & Other Requirements 

• Ability to sit or stand at a desk for extended periods. 

• Frequent use of a computer, keyboard, and other office equipment. 

• Occasional lifting of items up to 20 pounds (e.g., files, documents, office supplies). 

• Visual acuity for reviewing detailed documents, spreadsheets, and computer screens. 

• Ability to hear and communicate clearly with coworkers and customers in person and over the phone. 

• Manual dexterity to operate office equipment and handle paperwork efficiently. 

• Ability to travel occasionally to branch or corporate locations if required. 

Other Duties 

• Other duties may be assigned by the Manager as needed to support business operations and customer needs.