AR Specialist

JOB SUMMARY: As part of the corporate accounting team, the AR Specialist is responsible for all phases of Clair's Accounts Receivable process including maintenance of customer files and collections.

QUALIFICATIONS / REQUIREMENTS Responsible for maintaining and managing the multiple daily accounts receivable functions of the company. Primary duties include tracking and recording payments from customers, resolving discrepancies, ensuring the timely collection of outstanding invoices and maintaining accurate financial records. Collaborates closely with other departments, such as sales, finance and customer service, to streamline processes.

• Working knowledge of accounts receivable and invoicing clients.
• Intermediate math skills.
• Intermediate level Microsoft Word and Excel.
• Familiarity processing payment and other transactions using accounting software.
• Attention to detail with strong emphasis on accuracy.
• Strong communication skills with the ability to relate to various groups of internal and external customers.
• The ability to exercise judgment and discretion in all matters.
• The ability to maintain confidentiality.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma
• 3-5 years' experience processing Accounts Receivable in a fast-paced office setting

ESSENTIAL FUNCTIONS:

• Must be able to read, write, and speak English fluently.
• Must be able to operate normal office machinery.
• Must be able to work in a usual office environment.
• Must be able to perform intermediate level math calculations.
• Must be able to communicate clearly with internal and external customers in person, via telephone, Webex, and email.
• Must be able to accurately process accounts receivable transactions in a timely manner.

RESPONSIBILITIES AND DUTIES:

Invoicing and Billing

• Generate and distribute invoices accurately and on time.
• Review customer agreements to ensure proper billing.

Collections Management

• Implement collection strategies to minimize outstanding balances.
• Monitor accounts receivable aging and identify overdue accounts.
• Contact customers to follow up on outstanding balances and negotiate payment plans when necessary.
• Escalate unresolved accounts to management as needed.

Reporting and Analysis

• Generate and maintain accounts receivable aging reports, payment status updates and collection progress.
• Support month-end and year-end close processes by reconciling AR accounts.

Customer and Internal Relations

• Respond to customer inquiries regarding billing, payments, and account discrepancies.
• Collaborate with the sales and customer service teams to resolve disputes.
• Ensure customer satisfaction while enforcing payment terms and conditions.
• Build and maintain positive relationships with customers to facilitate prompt payment.

Payment Processing and Reconciliation

• Record and reconcile customer payments, including checks, ACH, wire transfers, and credit card transactions.
• Monitor and apply payments accurately against open invoices.
• Address and resolve discrepancies between payments and invoices.

Other duties as may be assigned.