Accounts Receivable Manager

Position Summary

The Accounts Receivable & Collections Manager is responsible for overseeing all accounts receivable and collection activities across the organization. This role ensures the timely collection of customer payments, accurate application of cash receipts, adherence to established credit and collection procedures, and effective management of aging accounts. The position serves as a key liaison between Accounting, Sales, and Executive Leadership to minimize risk, improve cash flow, and resolve customer account issues promptly.

Compensation and Benefits

• 100K per year
• Medical, Dental, Vision, 401K, Life Insurance
• Paid Time Off: Vacation, Sick , Holidays

Work Schedule

• Monday to Friday 9am -5pm
• On site at Jamaica Queens NY location

Essential Duties and Responsibilities

1. Collections Management

• Lead and oversee collection efforts for all customer accounts.
• Conduct collection calls with customers, including chain, supermarket, dealer, and commercial accounts.
• Follow up on past-due invoices, skipped invoices, short payments, and delinquent balances.
• Investigate and resolve payment disputes, discrepancies, and non-payment situations.
• Collaborate with Sales and Management to address problem accounts and escalated customer issues.
• Negotiate payment arrangements and account resolutions while maintaining positive customer relationships.
• Monitor collection performance and identify trends requiring management attention.
• Supervise, mentor, and provide daily guidance to Accounts Receivable staff members.
• Serve as the primary liaison between the Accounts Receivable team and company leadership.

2. Accounts Receivable Reporting & Analysis

• Monitor customer account aging, past-due balances, short payments, and collection activities through system-generated reports.
• Prepare and present Accounts Receivable metrics and collection performance reports to the Chief Financial Officer (CFO).
• Review customer credit and payment terms and ensure compliance with established policies.
• Perform monthly Accounts Receivable closing activities.
• Prepare and maintain bad debt schedules and related reporting for Accounting.
• Support internal and external audit requests by providing required documentation and account analysis.
• Generate monthly deduction reports, sales-related reports, and other Accounts Receivable reporting as needed.
• Identify aging risks and proactively recommend corrective actions to management.

3. Cash Application & Payment Processing

• Ensure accurate application of customer payments within the RMS system.
• Apply customer payments to the appropriate accounts and invoices using remittance documentation.
• Manage ACH, EFT, wire transfer, and other electronic payment transactions.
• Review and process customer deductions and short payments.
• Prepare credit memorandum requests for review and approval by Sales Leadership or appropriate department heads.
• Maintain supporting documentation for disputed, skipped, or short-paid invoices.
• Generate daily Accounts Receivable transaction reports for Accounting review.
• Oversee payment posting accuracy and ensure proper account reconciliation.
• Monitor daily cash activity and ensure compliance with internal controls.

4. Deposit Administration

• Serve as backup support for deposit processing activities.
• Separate checks and remittance documentation and verify deposit totals.
• Process remote bank deposits through the company's electronic banking platform.
• Reconcile deposit batches and investigate discrepancies.
• Maintain controls over duplicate payments, deposit balancing, and cash handling procedures.
• Communicate deposit activity to the Accounting department and maintain supporting records.

Additional Responsibilities

• Respond to inquiries received through the Accounts Receivable phone line and shared communication channels.
• Monitor customer payment terms and recommend exceptions or revisions when appropriate.
• Maintain ownership of Accounts Receivable Standard Operating Procedures (SOPs) and internal control processes.
• Assist with annual financial audits by maintaining supporting documentation for payments, credit card transactions, deductions, chargebacks, write-offs, and account adjustments.
• Process and post customer credit card payments on a daily, weekly, and monthly basis.
• Record and reconcile payments from key customer accounts, including government, education, retail, and national account customers.
• Cross-train and collaborate with Route Settlement, Sales, Customer Service, and Accounting departments to improve operational efficiency.
• Identify process improvement opportunities that strengthen cash flow, customer service, and internal controls.