Accounts Receivable Clerk

Company description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.
• Social events: Building camaraderie and fostering a sense of community is essential.

Job Description

The Accounts Receivable Clerk is responsible for the accurate and timely processing of customer payments, collections, intercompany transactions, credit card payments, and pre-authorized payment programs. This role supports the organization's financial operations by ensuring compliance with internal controls and contributing to efficient cash flow management.

Task & Responsibilities:

Cash Application & Payment Processing: 

• Prepare and maintain customer payment files and spreadsheets (cheques, wire transfers, EFTs, credit card payments, pre-authorized payments, and other payment methods) for accurate processing and automated uploads.
• Process, apply, and reconcile customer payments in a timely and accurate manner, ensuring proper allocation to customer accounts.
• Set up, maintain, and update customer payment profiles, including recurring payment schedules and pre-authorized payment arrangements.
• Reconcile payment transactions against bank statements and accounting records, investigating and resolving discrepancies, unapplied cash, chargebacks, disputes, and other payment-related issues.
• Monitor failed, declined, or disputed transactions and work with customers and internal departments to achieve prompt resolution.
• Contact credit card and pre-authorized payment customers by phone, email, or written correspondence regarding outstanding balances, declined payments, or account issues.
• Maintain complete, accurate, and organized records of all payment transactions and applications in accordance with company policies, audit requirements, and compliance standards.
• Provide month-end reporting, reconciliations, and audit support to the Accounts Receivable and Accounting teams.
• Assist with special projects and process improvement initiatives as required.

General Duties: 

• Process and reconcile intercompany transactions, including invoices, payments, adjustments, and fund allocations between related entities, ensuring accuracy and compliance with company policies.
• Collaborate with internal departments and affiliated entities to investigate and resolve account discrepancies and support intercompany account reconciliations.
• Assist with month-end and year-end closing activities, including preparing reconciliations, reports, and intercompany balances.
• Support compliance with company policies, internal controls, accounting procedures, and audit requirements.
• Prepare and maintain documentation, reconciliations, and reports required for internal and external audits.
• Identify opportunities to improve processes, increase efficiency, and strengthen accounts receivable and accounting operations.
• Perform other related duties and special projects as assigned.

Qualifications:

• College diploma in Accounting, Finance, Business Administration, or a related field preferred; equivalent experience will be considered.
• Minimum of 2 years of experience in accounts receivable, cash application, collections, or a related accounting function.
• Proficiency in accounting software such as QuickBooks, Sage, Acumatica, or similar ERP systems.
• Advanced proficiency in Microsoft Office applications, particularly Excel.
• Strong understanding of accounting principles and accounts receivable processes.
• Exceptional attention to detail, accuracy, and organizational skills.
• Strong analytical and problem-solving abilities.
• Excellent communication and interpersonal skills, with the ability to build effective relationships with customers and internal stakeholders.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.

Salary/Wage placement within the stated range is determined by evaluating the candidate’s relevant experience, skills, and qualifications, along with internal equity and prevailing market conditions. These factors are applied consistently to support transparent and equitable compensation practices in Ontario.

No part of our hiring process uses AI or automated screening technology, all candidate reviews and applications are evaluated manually and hiring decisions are completed by human staff, to ensure a fair and transparent assessment.

Classic Fire + Life Safety is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are also committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act. If you have any accommodation needs or would like to provide us with your feedback, questions, or concerns, please contact our Human Resources department at aoda@classicfls.com