Senior Accounts Receivable & Cash Applications Specialist

POSITION SUMMARY/OBJECTIVE:

Under the general direction of the AR Manager, the SR Accounts Receivable Specialist is responsible for managing daily cash applications, commercial collections, customer account reconciliations, and the month-end AR support. The position requires accurate payment posting, strong follow-through, and the ability to resolve complex account discrepancies while working closely with the AR Manager, Controller, Customer Service, Sales, and customers. The role supports assigned U.S. and Europe customer accounts, including USD and GBP activity, as directed.

ESSENTIALFUNCTIONS

·       Review authorized bank activity, payment notifications, lockbox records, and customer remittances for ACH, wire, check, and other approved payment methods.

·       Post and apply customer receipts accurately in NetSuite to the correct customer, subsidiary, currency, and invoices; verify payment dates, amounts, references, and accounting periods.

·       Apply payments across multiple invoices and handle partial payments, overpayments, prepayments, and on- account receipts according to approved procedures.

·       Request missing remittance details promptly and research unidentified receipts, short payments, deductions, duplicate payments, and unapplied cash.

·       Manage an assigned commercial AR portfolio; review aging and prioritize overdue, high-value, and high-risk balances.

·       Contact customers by phone, email, and approved customer portals to collect balances and confirm payment commitments.

·       Provide statements, invoice copies, proof of delivery, and other supporting documents needed to resolve payment delays.

·       Document collection activity, disputes, promises to pay, and follow-up tasks in NetSuite; follow up on missed commitments promptly.

·       Research invoice disputes, PO discrepancies, deductions, returns, and credit memo issues with Customer Service, Sales, and Accounting.

·       Escalate payment risks, disputed balances, broken payment commitments, and accounts requiring credit hold review to the AR Manager.

·       Reconcile customer balances, payments, credits, deposits, and open invoices; resolve unmatched transactions and account discrepancies.

·       Prepare AR aging summary and detail reports for assigned subsidiaries and currencies, separating current and past-due balances.

·       Prepare cash application summaries, unapplied cash schedules, collection updates, and account reconciliation support for the AR Manager and Controller.

·       Assist with reconciliation of the AR subledger to the general ledger; investigate differences with the Controller and document resolution.

·       Coordinate with Customer Service to confirm complete customer documentation, billing contacts, invoice delivery information, and account records.

·       Assist the AR Manager with credit reference verification and gather documents for credit reviews.

·       Enter approved terms, credit limits, and account settings only when delegated by the AR Manager and supported by documented approval.

·       Receive tax exemption certificates from Customer Service, enter certificate information into Vertex, maintain supporting records, and escalate missing or questionable documentation to the designated reviewer.

·       Serve as a resource for complex cash applications, collection, and account reconciliation issues.

·       Identify recurring causes of posting delays, disputes, and unapplied cash; recommend practical process improvements.

·       Help maintain procedures and train designated backup staff on approved AR workflows and documentation standards.

·       Provide clear updates on portfolio performance, collection priorities, unresolved issues, and workload risks.

·       Protect confidential customer and banking information and follow access controls and approval requirements.

·       Route credit decisions, credit hold releases, refunds, write-offs, and nonstandard terms through the applicable approval process.

REQUIRED EDUCATION AND EXPERIENCE:

·       Five or more years of progressive accounts receivable experience, including commercial collections, cash application, and account reconciliation.

·       Strong ERP experience; NetSuite experience preferred. Ability to work with customer payment portals and electronic remittance records.

·       Proficiency in Excel, including pivot tables, lookup functions, and reconciliation of large data sets.

·       Experience handling high-volume payments, multiple invoices, deductions, unapplied cash, and month-end deadlines.

·       Strong written and verbal communication, customer service, organization, and independent problem-solving skills.

·       Associate degree in accounting, finance, or a related field preferred; equivalent relevant experience considered.

·       Experience with multi-state, USD/GBP transactions, manufacturing or industrial customers, and Vertex tax exemption records preferred.

WORK ENVIRONMENT

This job is operated in a professional office environment. This role routinely uses standard office

equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

·       Moderate walking and climbing

·       While performing the duties of this job, the employee is regularly to stand, sit; and stoop.

·       Ability to lift/push/pull up to 15 lbs.

POSITION TYPE/EXPECTED HOURS OF WORK

·       This is a full-time position, and the hours of work and days are Monday through Friday.

·       Occasional evening and weekend work may be required as job duties demand.

EEO STATEMENT

Utex Industries is an equal employment opportunity employer and shall make all employment-related decisions without regard to race, color, national origin, ancestry, religion, creed, age, sex, sexual orientation, marital status, military or veteran status, and/or any other status or condition protected by applicable federal, state, or local law.

OTHER DUTIES

This job description is not designed to cover or maintain a comprehensive list of activities, duties or responsibilities that are required for this job. Other duties and responsibilities may be assigned and/or changed at any time.