Accounts Receivable & Collections Specialist

The Accounts Receivable & Collections Specialist supports the Company's revenue-to-cash process through the timely execution of billing, collections, cash application support, and customer account administration activities. This position serves as a primary contact for assigned customer accounts, responding to account inquiries, facilitating invoice delivery, monitoring outstanding balances, and assisting with collection efforts to support timely cash receipts.

The role works closely with the Accounts Receivable Team and the Accounting Team to ensure billing accuracy, maintain customer account records, resolve routine account issues, and provide excellent customer service. Success in this position requires strong attention to detail, organization, communication skills, and the ability to manage multiple priorities.

Essential Duties and Responsibilities

• Serve as a primary point of contact for assigned customer accounts, responding to customer inquiries related to invoices, payment status, account balances, billing requirements, and general accounts receivable matters.
• Monitor and manage shared Accounts Receivable email inboxes, ensuring customer requests, billing inquiries, and collection-related communications are addressed promptly or routed to the appropriate team member.
• Assist with daily billing activities, including reviewing onsite billing transactions for completeness and accuracy prior to invoice generation.
• Prepare, distribute, and upload customer invoices through customer portals, electronic billing platforms, and other customer-required submission methods while ensuring compliance with customer billing requirements.
• Maintain accurate customer account records, including billing contacts, remittance information, invoice delivery preferences, and customer-specific billing requirements.
• Review customer purchase order information and assist in monitoring purchase order expirations, and billing requirements to support successful invoice processing.
• Manage collection activities for assigned small- and mid-tier customer accounts, including customer outreach by phone and email to secure payment of outstanding balances.
• Review accounts receivable aging reports and follow up on past-due accounts to identify collection opportunities, resolve payment delays, and support reduction of delinquent balances.
• Research and assist in resolving routine payment disputes, invoice discrepancies, short payments, deductions, and customer account questions in coordination with internal departments.
• Issue customer statements, payment reminders, and collection correspondence as part of ongoing collection efforts.
• Escalate complex collection issues, significant delinquent accounts, disputed balances, and customer concerns to the Accounts Receivable Operations Specialist or Manager as appropriate.
• Assist with the application of customer payments and provide backup support for cash application activities to ensure accurate recording of cash receipts.
• Research unapplied cash, payment discrepancies, and remittance information to support timely account reconciliation and accurate customer balances.
• Assist with preparation of aging reports, collection status updates, and other accounts receivable reporting as requested by management.
• Support internal control requirements by maintaining accurate documentation of billing, collections, and customer account activities.
• Collaborate with the Accounts Receivable Operations Specialist and Manager to identify opportunities for improving billing, collections, customer service, and accounts receivable processes.
• Perform other accounts receivable, billing, collections, and administrative duties as assigned.

Preferred Qualifications

• 3-5 years of accounts receivable, billing, collections, customer account management, or related accounting experience.
• Experience working with ERP systems, customer billing portals, and Microsoft Excel.
• Understanding of accounts receivable processes, collections practices, and cash application procedures.
• Strong customer service and communication skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to work independently and collaboratively within a team environment.