Accounts Receivable & Collections Specialist

POSITION TITLE: Accounts Receivable & Collections Specialist

REPORTS TO: Director Finance/Controller

DEPARTMENT: Finance - In Office HQ

RATE OF PAY: $32.50 to $35.50 per hour

This is an in-office position in Las Vegas, Nevada.

Candidates with NETSUITE experience will be given preferential consideration.

POSITION OVERVIEW: The Accounts Receivable/Collections Specialist plays a vital role in maintaining the financial health of the organization by ensuring the timely and accurate billing and collection of customer accounts. This position serves as the primary point of contact for all invoicing activities, invoice inquiries, payment follow-up, and account reconciliation. Working closely with Finance, Operations, Project Managers, and customers, this role is responsible for ensuring invoices are accurate, payments are collected in a timely manner, and outstanding account issues are resolved professionally while maintaining strong customer relationships.

ESSENTIAL FUNCTIONS:

•  Prepare, review, and distribute customer invoices accurately and in accordance with contract terms and billing schedules.
•  Ensure invoices contain all required supporting documentation and are submitted within customer-specific requirements and deadlines.
• Serve as the primary point of contact for customer invoicing questions, discrepancies, and payment inquiries.
• Research and resolve invoice disputes by coordinating with internal departments and external customers.  
• Monitor accounts receivable aging reports and proactively follow up on outstanding invoices to ensure timely collection.
•  Contact customers regarding overdue balances through phone calls, emails, and written correspondence while maintaining positive customer relationships.
• Document collection efforts, customer communications, payment commitments, and account status updates.
• Apply customer payments accurately and reconcile accounts to ensure balances are current and accurate.
• Investigate and resolve unapplied cash, short payments, credit memos, and billing discrepancies.
• Prepare accounts receivable reports, aging summaries, and collection status updates for Finance leadership.
• Collaborate with project managers, operations, and finance personnel to ensure billing information is accurate and complete prior to invoicing.
• Assist with month-end and year-end closing activities related to accounts receivable.
• Support internal and external audits by providing requested documentation and account reconciliations.
• Maintain confidentiality of financial information and ensure compliance with company policies and applicable accounting standards.
• Perform additional duties and responsibilities consistent with the essential functions of the position as assigned by the Director of Finance and company leadership.

REQUIRED SKILLS & QUALIFICATIONS

• Demonstrated professional demeanor with strong customer service and relationship management skills.
• Excellent written and verbal communication skills with the ability to professionally handle difficult collection conversations.
• Proven ability to work independently while effectively collaborating with cross functional teams.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and commitment to producing accurate work.
• Strong analytical and problem-solving skills with the ability to investigate and resolve billing discrepancies.
• Proficiency in Microsoft Office Suite and Microsoft 365 applications, with advanced Microsoft Excel skills preferred.
• Experience using accounting and ERP systems; experience with NETSUITE is highly preferred.
• Working knowledge of generally accepted accounting principles (GAAP) related to accounts receivable and collections.
• Minimum of 5+ years of experience in accounts receivable, billing, collections, or a related accounting function.
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent work experience may be considered.

PHYSICAL DEMANDS TOOLS/EQUIPMENT

• Prolonged periods of sitting at a desk while working with LED screens, laptops, and other standard office equipment.
• Must be able to lift and/or move items weighing up to 20 pounds.
• Effective use of cellular devices is required for communication and task management.
• Requires the ability to listen attentively, see clearly, and communicate effectively in a variety of settings.

WORK ENVIRONMENT

•  This is an in-office position located in Las Vegas, Nevada.
•  Minimal travel may be required for meetings, training, or company events.