Accounts Receivable Specialist

Position Summary

The Accounts Receivable Specialist is responsible for managing customer invoicing, collections, cash application, account reconciliation, and accounts receivable reporting to support the company's financial objectives. This role ensures timely and accurate billing, effective collection of outstanding receivables, and maintenance of financial records while delivering a high level of customer service.

The successful candidate will work closely with Sales, Operations, Service, Human Resources, and Accounting to ensure invoices are processed accurately, payments are collected in accordance with company terms, and customer accounts remain in good standing. This position plays a critical role in supporting cash flow, financial accuracy, and operational efficiency across the organization.

Key Responsibilities

Billing & Invoicing

• Prepare and issue customer invoices for machine sales, spare parts, service calls, freight, and other billable activities.
• Ensure all invoices are prepared accurately and in compliance with customer purchase orders and company policies.
• Maintain billing records and customer account information within the ERP system.
• Coordinate with Sales, Service, and Operations teams to ensure billing information is complete and accurate.
• Process customer credits, warranty claims, and adjustments as required.

Accounts Receivable & Collections

• Monitor customer accounts and proactively collect outstanding balances.
• Review customer aging reports and follow up on overdue invoices.
• Investigate payment delays and work directly with customers to resolve disputes and account discrepancies.
• Communicate lockout codes, payment requirements, and account status updates to customers.
• Support customer credit reviews by analyzing payment history and collection trends.

Cash Application & Reconciliation

• Process and record customer payments and deposits accurately and timely.
• Reconcile customer accounts and investigate unapplied cash or payment discrepancies.
• Perform monthly accounts receivable reconciliations between subledgers and the general ledger.
• Research and resolve account variances to ensure accurate financial reporting.
• Maintain complete supporting documentation for all transactions.

Financial Reporting & Analysis

• Generate and distribute accounts receivable aging reports and collection status reports.
• Assist in preparing monthly cash flow forecasts based on expected customer payments.
• Monitor collection trends and identify risks impacting cash flow.
• Support revenue recognition processes related to machine sales, service work, and parts sales.
• Assist Accounting leadership with month-end closing activities and financial reporting requirements.

Cross-Functional Support

• Maintain and update the machine backlog report to ensure accurate tracking of customer orders and shipment status.
• Coordinate with Operations and Sales regarding payment status prior to machine shipments.
• Review service-related expenses and support billing accuracy for service activities.
• Collect and maintain tax exemption certificates and related customer documentation.
• Participate in weekly production and operational meetings to support accurate customer billing and collections activities.

Compliance & Continuous Improvement

• Ensure compliance with company accounting policies and applicable tax regulations.
• Support annual financial audits by providing requested records and documentation.
• Identify opportunities to improve billing, collection, and cash application processes.
• Maintain accurate customer records and documentation within ERP and accounting systems.
• Contribute to process improvement initiatives that increase efficiency and reduce billing errors.

Required Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or related field; Bachelor's degree preferred.
• Minimum 3 years of accounts receivable, billing, collections, or related accounting experience.
• Experience managing customer invoicing and collections in a manufacturing, industrial, or service environment.
• Strong understanding of accounts receivable principles, cash application, and account reconciliation.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience working within ERP systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent verbal and written communication abilities.
• High attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, or Business Administration.
• Experience in manufacturing, capital equipment, industrial machinery, or related industries.
• Experience with Microsoft Dynamics 365 or similar ERP platforms.
• Knowledge of sales tax requirements and exemption certificate management.
• Experience supporting month-end close and financial audits.
• Understanding of revenue recognition principles and cash flow forecasting