Accounts Receivable Specialist

ABOUT THE ROLE

The Accounts Receivable Specialist is responsible for ensuring the timely and accurate processing, application, and collection of customer payments while maintaining the integrity of accounts receivable records across U.S. and Canadian operations. This role manages cash application, account reconciliations, collections, and the resolution of billing discrepancies to support accurate customer account balances and healthy cash flow. The specialist collaborates closely with Sales, Customer Service, Finance, and Operations to resolve payment issues, improve collection effectiveness, and enhance the overall customer experience. The position also supports month-end close activities and audit requests by maintaining accurate documentation and reconciled accounts. Through strong analytical skills, attention to detail, and professional customer communication, the Accounts Receivable Specialist helps minimize financial risk, strengthen customer relationships, and support the organization's financial operations.

RESPONSABILITIES

Payment Processing:

• Record and apply incoming payments, including checks, credit cards, ACH, EFT, wire transfers, and other electronic payment methods.
• Reconcile cash receipts to customer accounts and maintain accurate ledgers across U.S. and Canadian operations.

Collections and Follow-Up:

• Monitor customer accounts for overdue balances, issue payment reminders, follow up on outstanding invoices, negotiate payment arrangements when appropriate, and resolve billing discrepancies while maintaining strong customer relationships.

Accounts Reconciliation:

• Perform regular reconciliations of accounts receivable balances to ensure accuracy between customer accounts, the general ledger, and bank records. 
• Research and resolve unapplied cash, deductions, and account variances.

Reporting and Analysis:

• Prepare accounts receivable aging reports, collection metrics, cash application summaries, and other management reports 
• Provide support for month-end close activities by ensuring AR balances are accurante, reconciled and ready for financial reporting.

Collaboration:

• Partner with Sales, Customer Service, Finance, and Operations teams to resolve customer payment issues, improve collection effectiveness, and support continuous process improvements.

Compliance and Accuracy:

• Maintain accurate accounts receivable records in accordance with company policies, internal controls, and established procedures.
• Provide documentation and support for internal and external audit requests related to Accounts Receivable activities.
• Maintain awareness of U.S. and Canadian business practices, including applicable tax and payment requirements.

North American Accounts Receivable Support:

• Develop familiarity with both U.S. and Canadian customer accounts, payment methods, banking practices, and invoicing requirements. 
• Gain exposure to Canadian regulations and tax structures (GST/HST/PST) and assist with transactions involving multiple currencies and cross-border operations.
• Perform other duties as assigned

BASIC COMPETENCES

• Strong attention to detail and accuracy in financial data and reporting. 
• Excellent organizational and time management skills. 
• Strong analytical and problem-solving abilities. 
• Effective written and verbal communication skills. 
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service and relationship management skills when interacting with internal and external customers.
• Ability to work independently while exercising sound judgment.
• Collaborative and team-oriented approach with the ability to build effective cross-functional relationships.
• Adaptable, proactive, and committed to continuous process improvement.
• Ability to maintain confidentiality and handle sensitive financial information with professionalism and integrity.
• Ability to effectively manage tasks through completion and resolve issues promptly.
• Ability to follow verbal and written instructions.

JOB LEVEL SKILLS

• Associate's degree in Business, Finance, or related field preferred (or equivalent combination of education and experience).
• Minimum of 3 years of Accounts Receivable experience, including cash application, collections, account reconciliation, and customer account management.
• Strong knowledge of accounts receivable processes and best practices, including cash application, collections, account reconciliations, bookkeeping principles, and accounting procedures.
• Demonstrated experience researching and resolving unapplied cash, deductions, billing discrepancies, and customer account variances.
• Experience processing and applying payments through multiple payment methods (ACH, EFT, wire transfers, checks, credit cards, and electronic payments.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Proficiency with ERP systems and accounting software.
• Solid understanding of general ledger accounting and financial statements.
• Experience researching and resolving billing discrepancies, unapplied cash, and account variances.
• Experience supporting month-end close activities by preparing reconciliations and ensuring accurate AR balances preferred.
• Experience working in a multi-entity or multi-currency environment is preferred.
• Basic knowledge of U.S. sales tax and Canadian GST/HST/PST requirements preferred.

PHYSICAL REQUIREMENTS

• Ability to perform the essential functions of the position with or without reasonable accommodation. 
• Prolonged periods of sitting and working at a computer. 
• Frequent use of hands and fingers to operate a computer, keyboard, and other office equipment. 
• Ability to communicate effectively, including exchanging accurate information. 
• Occasional standing, walking, bending, or reaching to access files or office equipment. 
• Ability to lift, carry, and/or move items up to 15–20 pounds (e.g., files, documents, or office supplies). 
• Visual ability to read screens, financial data, and detailed reports. 
• Ability to maintain focus and attention to detail for extended periods.

WORK ENVIRONMENT

• Operates in a professional office environment
• Regular use of standard office equipment
• Prolonged periods of sitting and working on a computer
• May involve repetitive tasks such as data entry and reviewing financial records
• Fast-paced, deadline-driven environment with multiple priorities
• Occasional overtime may be required during peak periods
• Interaction with cross-functional teams in a collaborative setting