Accounts Receivable & Billing Specialist

Key Responsibilities

Billing & Invoicing

• Prepare and issue accurate, timely invoices based on contracts, purchase orders, and service data 
• Review billing information for accuracy, completeness, and compliance with agreed terms 
• Manage recurring billing schedules and ensure proper processing 
• Investigate and resolve billing discrepancies in coordination with internal teams 
• Apply appropriate taxes, discounts, and adjustments 

Accounts Receivable Management

• Monitor accounts receivable aging and track outstanding balances 
• Post and reconcile incoming payments (ACH, wire transfers, credit cards, checks) 
• Maintain accurate customer account records and payment histories 
• Research and resolve unapplied or misapplied payments 

Collections

• Conduct timely follow-ups on past-due accounts via phone, email, and written communication 
• Work with customers to secure payment and, when appropriate, establish payment plans 
• Escalate delinquent accounts in accordance with company policies 
• Maintain detailed records of collection activities and communications 

Customer Communication

• Respond promptly to customer inquiries related to invoices, payments, and account status 
• Provide invoices, statements, and supporting documentation upon request 
• Maintain professional and positive relationships to support timely payments 

Reporting & Compliance

• Prepare accounts receivable aging reports and provide updates on collection status 
• Ensure compliance with company policies, contractual terms, and applicable regulations 
• Assist with audits by supplying required documentation and explanations 

Sales Team Collaboration & Support

• Assist the sales team in preparing complete and accurate sales packages prior to submission to order entry
• Verify that customer purchase orders and contracts align with all details submitted to order entry
• Support customers through the credit application process and ensure accurate installation address information for finishing equipment
• Maintain accurate records and documentation to support efficient order processing and credit approvals

Qualifications

Education & Experience

• Associate’s degree in Accounting, Business Administration, or related field preferred 
• 2–4 years of experience in billing, accounts receivable, or collections roles (or equivalent combination of education and experience) 

Technical Skills

• Proficiency in accounting or ERP systems (e.g., QuickBooks, NetSuite, SAP, or similar) 
• Strong Microsoft Excel skills (including formulas, lookups, and basic reporting) 
• Familiarity with billing systems, payment processing platforms, and financial recordkeeping 

Core Competencies

• High attention to detail and accuracy 
• Strong organizational and time management skills 
• Excellent written and verbal communication skills 
• Ability to analyze and resolve discrepancies independently 
• Professional judgment and ability to handle sensitive financial information with confidentiality 

Collections-Focused Skills

• Ability to communicate clearly and professionally regarding overdue accounts 
• Experience negotiating payment arrangements while maintaining positive client relationships 
• Confidence in enforcing company policies with tact and professionalism