Accounts Receivable Clerk

Job Description

Job Summary: The Accounts Receivable Clerk is responsible for managing accounts receivable activities for both Wholesale (B2B) and Retail (DTC) customers to support the Company's cash flow, financial accuracy, and customer satisfaction. Reporting to the Credit Department Supervisor, this position performs collections, account reconciliations, payment processing, customer account maintenance, and credit administration support while ensuring timely and accurate recording of financial transactions.

The Accounts Receivable Clerk partners closely with customers, Sales, Customer Service, Retail Operations, Accounting, and Finance to resolve payment discrepancies, monitor customer credit exposure, and support month-end and year-end financial activities. This role requires strong organizational skills, attention to detail, financial acumen, and the ability to manage multiple priorities while maintaining a high level of customer service.

Scope of job: The Accounts Receivable Clerk is responsible for supporting the Company's financial operations through the accurate processing, reconciliation, and collection of customer receivables. This role directly impacts cash flow, customer account management, financial reporting accuracy, and the Company's ability to minimize bad debt exposure while maintaining positive customer relationships.

The position manages day-to-day accounts receivable activities, including collections, payment application, account reconciliations, customer account maintenance, and credit administration support. The incumbent serves as a key liaison between customers and internal departments to resolve billing discrepancies, payment disputes, credit concerns, and account inquiries.

Key performance indicators include accounts receivable aging, collection effectiveness, reconciliation accuracy, timely statement distribution, and customer account resolution. The Accounts Receivable Clerk exercises independent judgment in managing routine collections and account maintenance activities while escalating significant delinquent accounts, unresolved disputes, credit concerns, and material discrepancies to the Credit Department Supervisor. This position does not have authority to approve credit limits, write off balances, or make exceptions outside established company policies and procedures.

Duties/Responsibilities:

Accounts Receivable Administration

• Manage collection activities for assigned wholesale customer accounts.
• Monitor customer adherence to approved payment terms and credit limits.
• Contact customers regarding past-due balances and payment commitments.
• Develop payment arrangements with customers when appropriate.
• Maintain accurate customer account records and documentation.
• Create and maintain customer accounts within company systems.
• Set up and maintain customer portals as required.

Collections and Credit Support

• Research payment history, pending credits, RMAs, deductions, and account discrepancies.
• Review aging reports and proactively follow up on delinquent accounts.
• Provide weekly updates and reporting on delinquent customer accounts.
• Recommend collection improvement measures and process enhancements.
• Support the establishment and maintenance of customer credit profiles.
• Review daily allocation reports to determine order release or hold status.

Cash Application and Reconciliation

• Perform daily credit card bank deposit reconciliations in NetSuite for wholesale and retail transactions.
• Reconcile store cash deposits, internal cash transactions, and non-bank transactions.
• Research and resolve discrepancies between bank activity and company records.
• Make copies of customer checks and process remote bank deposits.
• Ensure timely and accurate recording of customer payments.

Financial Reporting and Accounting Support

• Prepare and distribute monthly customer statements.
• Perform month-end closing journal entries.
• Support month-end system close activities.
• Maintain supporting documentation for audits and compliance requirements.
• Assist with year-end audits and financial reporting requests.
• Ensure accurate and complete financial records are maintained.

Customer Service and Cross-Functional Collaboration

• Maintain positive and professional relationships with wholesale customers.
• Coordinate with Sales, Customer Service, Retail Operations, Accounting, and Finance to resolve customer account issues.
• Assist in resolving billing disputes and payment discrepancies.
• Provide timely responses to customer inquiries regarding account balances and payment status.

Continuous Improvement

• Identify opportunities to improve collection effectiveness and cash flow.
• Recommend process improvements that increase efficiency and accuracy.
• Support departmental initiatives and projects as assigned.

Competencies

Action Oriented

Takes on new opportunities and challenges with urgency and enthusiasm. Proactively follows up on outstanding balances, resolves issues quickly, and ensures financial activities are completed accurately and on time.

Customer Focus

Builds strong customer relationships and delivers customer-centric solutions. Maintains professionalism while balancing customer service needs with collection and credit responsibilities.

Collaborates

Builds partnerships and works effectively with others to achieve shared objectives. Partners with internal departments and customers to resolve issues and improve business outcomes.

Ensures Accountability

Holds self accountable for achieving commitments and maintaining accuracy. Demonstrates ownership of assigned accounts, reconciliations, reporting, and compliance with established processes.

Financial Acumen

Interprets and applies financial information to support sound business decisions. Understands accounts receivable processes, credit management, reconciliation practices, and financial reporting requirements.

Required Skills/Abilities: 

• Minimum of 3 years of collections and/or accounts receivable experience.
• Strong understanding of accounts receivable and collection processes.
• Knowledge of customer credit management practices.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong customer service and relationship management skills.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience working with ERP systems, preferably NetSuite.
• Ability to work independently and as part of a team.
• Bilingual in English and Spanish required.

Education, Experience, and/or Certifications:

• High School Diploma or GED equivalent.
• Two (2) to four (4) years of Accounts Receivable, Collections, Credit, or related accounting experience.

Preferred

• Associate's Degree or Bachelor's Degree in Accounting, Finance, Business Administration, or related field.
• Experience managing B2B collections.
• Experience with NetSuite ERP systems.

Physical Requirements: 

• Prolonged periods of sitting and working on a computer.
• Ability to communicate effectively through speaking, hearing, and active listening.
• Ability to perform repetitive hand and keyboard movements.
• Ability to occasionally lift and carry up to 10 pounds..

Working Conditions:

• Professional office environment. 
• Frequent interaction with customers, vendors, and internal stakeholders. 
• Regular use of computer systems, accounting software, and financial reporting tools. 
• Required to work on-site at the designated Company location during scheduled work hours.
• Occasional overtime may be required during month-end close, audit periods, and other business-critical deadlines. 
• Regular attendance and punctuality are essential functions of the position.