Accounts Receivable Specialist I

JOB SUMMARY

With over 50 years of proven performance, Zonatherm Products and ThermFlo provide complete, end-to-end solutions for essential and mission critical power and cooling systems—serving industries from data centers, hospitals and municipalities to industrial and commercial facilities. From initial planning and expert guidance to custom equipment, system design, installation, and ongoing support, we deliver a fully integrated approach that keeps operations running smoothly.

The Accounts Receivable Specialist I helps to achieve accurate application of customer payments, collection on accounts, timely billings, and credit memos. Their main duties include: 

ESSENTIAL RESPONSIBILITIES

Invoicing & Billing

• Prepare and send accurate invoices to support smooth project workflow.
• Manage recurring billing, credits, refunds, and sales tax accuracy.
• Maintain correct customer account setup and billing terms.
• Resolve complex billing issues, disputes, and detailed one-off scenarios.
• Apply full-cycle Accounts Receivable (AR) knowledge to ensure timely, accurate processing.
• Follow up on purchase orders, gather information from multiple sources, and identify key details.

Payment Processing & Reconciliation

• Process customer payments and prepare daily bank deposits.
• Reconcile accounts and resolve discrepancies quickly.
• Keep AR aging clean and up to date.

AR Management & Customer Support

• Maintain organized AR records and support customer onboarding and credit setup.
• Follow lien policies, process waivers, and track lien status across projects.
• Communicate with customers to resolve issues and encourage timely payment.

Reporting & Team Collaboration

• Prepare AR aging summaries and ad hoc account reports.
• Support commission processing with accurate paid-job updates.
• Partner with Project Managers and internal teams to keep information flowing.

Compliance & Process Improvement

• Maintain accurate documentation and support audit needs.
• Uphold compliance with policies, regulations, and internal controls.
• Exercise discretion when handling sensitive information and verifying customer identities.
• Identify and suggest process improvements that strengthen AR operations.
• Contribute solutions that enhance efficiency and accuracy across workflows.

SECONDARY RESPONSIBILITIES

• Comprehend and adhere to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents. 
• Demonstrate proactive problem solving and adaptability to changing processes, systems, and operational improvements.
• Other duties, as assigned. 

QUALIFICATIONS:

• Education: Associate's degree in accounting or equivalent field.
• Experience: 2 years of experience in accounts receivable, collections, or accounts payable.
• Accounting: Understanding of basic principles or finance, accounting, and bookkeeping. 
• Invoice Processing: Experience uploading customer invoices to third-party portals and processing payment in various forms (checks, e-payments, credit cards) and having the ability to analyze and manage data in spreadsheets and reports. 
• Customer Service: Effective verbal and written communication skills. Ability to maintain a fair, firm, and friendly approach with customers. 
• Computer Skills: Ability to use Microsoft Office suite and experience with an accounting software.
• Organizational Skills: Ability to handle multiple tasks, deadlines, and projects at once and stay organized, prioritizing as appropriate. 
• Supervisory Responsibilities: This position has no supervisory responsibilities. 

PREFERRED QUALIFICATIONS:

• Education: Bachelor’s degree in accounting or equivalent field 
• Reconciliation: Experience reconciling general ledger accounts.
• Software: NetSuite and Avalara experience preferred.

WORK AND TRAVEL REQUIREMENTS:

• Physical Demands: This position requires the ability to operate within an office environment and occasionally lift and/or move up to 10 pounds. Reasonable accommodations will be provided aligned with current federal and state regulations upon request.  
• Work Environment: This job generally operates in a professional clerical, office setting. This role routinely uses standard office equipment such as computers, phones, adding machine, postage machine and photocopiers.  
• Position Type and Expected Hours of Work: This is an hourly, full-time hybrid role (3 days in office), operating Monday-Friday with a one (1) hour unpaid lunch.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without prior notice.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.