AR Specialist

The AR Specialist contacts customers and collects outstanding payments, and is also responsible for posting daily customer cash payments, tracking freight claims due from carriers, and reconciling our weekly freight costs.

PRINCIPAL DUTIES & RESPONSIBILITIES

1.    Accounts Receivable
•    Process daily customer payments that come via Lockbox, credit card, ACH, Wire, etc. into Sage ERP X3 system.
•    Responsible for monitoring and maintaining assigned accounts – customer calls, account adjustments, small balance write-offs, and customer reconciliations
•    Initiate sending of credit applications to new customers, with subsequent review and follow-up with sales reps and management on acceptable payment terms & credit limits to set 
•    Communicate & follow up effectively with sales dept. regarding customer accounts on a timely basis 
•    Weekly and monthly reporting of AR Aging ‘Past Dues’ to sales reps and management

2.    Collections
•    Provide customer service regarding collection issues, process and review customer adjustments, resolve customer discrepancies and short payments
•    Enlist the efforts of sales and senior management when necessary to accelerate the collection process
•    High volume email & phone follow-up to assigned delinquent customers
•    Reconcile customer disputes as they pertain to payment of outstanding balances that are due

3.    Billing & General Accounting Support
•    Oversee daily billing cycle in a back-up capacity once per week
•    Assist Billing Clerk with ‘Direct’ Shipment billings
•    Assist Billing Clerk with Warehouse Account monthly invoicing
•    Assist Staff Accountant with daily ‘Cash Book’ entry of banking transactions
•    Log and monitor Outbound freight carrier claims associated with customer deductions on damaged/short product
•    Oversee the reconciliation of freight costs
•    Participate in Accounting Dept. team planning meetings

4.    Clerical/General Administrative 
•    Respond to routine emails, phone calls, etc
•    Make copies, print documents, mail delivery, etc
•    File paperwork

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.

QUALIFICATIONS:

Education/Experience

• Knowledge and skills at a level normally acquired through the completion of an Bachelor’s degree.
• High school degree or general education degree (GED) required.
• 3-5 years of high-volume corporate Collection’s experience preferred.

Licenses/Credentials/Certifications

• N/A

Specialized Knowledge/Skills/Abilities

• Knowledge of Accounts Receivable, Billing, and Collection’s procedures

• Detail oriented, organized, highly accurate, with strong analytical and problem-solving skills. 
• Conscientious and flexible to the changing needs and demands of work. 
• Able to work independently and demonstrate initiative in decision making in a fast-paced environment.
• Strong team building skills; gains the trust and respect of colleagues and direct reports.
• Excellent verbal and written communication skills. 
• Sage ERP X3 experience a plus.
• Strong computer skills, including Microsoft Office, particularly proficient in Outlook and Excel.

WORKING CONDITIONS:

Working Hours/Environment

• Office hours are 40 per week – Monday – Friday, 8:00 – 4:30; includes ½ hour start/end time flexibility
• Work typically performed in an indoor office setting.

Tools and Equipment Used

• Personal computer, copier, fax/scanner, phone, and other typical office equipment

Travel

• Minimal – less than 5% of the time, and limited to occasional customer visits that would be accompanied by a sales rep

Physical & Mental Demands

• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move around the office environment

This job description does not constitute a written or implied contract of employment.  This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job.  Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.