Software & Accounts Receivable Coordinator
Maner Costerisan • Lansing, MI • Full Time
Posted on Sat, Sep 12, 2026
- Coordinate the firm's client software renewal process for products and platforms supported, implemented, or managed by the firm, including Sage Intacct, Microsoft Dynamics 365, and other third-party software solutions.
- Maintain a comprehensive database of client software agreements, subscriptions, licenses, renewal dates, pricing, billing arrangements, and client contacts.
- Monitor upcoming client software renewals and initiate the renewal process in advance of expiration dates to ensure continuity of client service.
- Communicate with clients regarding upcoming software renewals, pricing, licensing requirements, subscription changes, and renewal options.
- Coordinate with software vendors and internal client service teams to obtain renewal pricing, updated agreements, licensing information, and other required documentation.
- Work with appropriate Partners, client service professionals, and technical staff to determine client software needs and appropriate licensing levels prior to renewal.
- Prepare and/or coordinate renewal quotes, invoices, and related client communications in accordance with firm procedures.
- Process client software renewal orders and coordinate the appropriate documentation, signatures, and payment requirements using third-party portals.
- Track the status of outstanding renewal quotes, approvals, payments, and completed renewals.
- Coordinate with Accounts Receivable regarding client billing and payment status for software renewals.
- Maintain accurate records of client software licenses and identify opportunities to address inactive, unused, or unnecessary licenses in coordination with the appropriate client service team.
- Assist with software subscriptions license additions, upgrades, downgrades, cancellations, and other changes to existing client software arrangements
- Process and receipt client payments accurately and timely.
- Post payments to the appropriate client accounts and invoices.
- Reconcile daily cash receipts to bank deposits and accounting records.
- Research and resolve discrepancies between payments received, deposits, and client accounts.
- Properly identify and apply payments received by check, ACH, credit card, electronic payment, or other approved methods.
- Maintain accurate records of unapplied or unidentified payments and work with appropriate staff to resolve them.
- Prepare or assist with daily and monthly cash receipt reports.
- Coordinate with the accounting team regarding payment discrepancies, adjustments, refunds, and other account activity.
- Ensure all receipting and posting procedures are completed in accordance with firm policies and internal controls.
- Monitor assigned client accounts and outstanding balances.
- Review aging reports regularly and identify accounts requiring follow-up.
- Contact clients by telephone, email, and other appropriate methods regarding past-due balances.
- Make professional and courteous collection calls while maintaining positive client relationships.
- Follow established collection procedures and timelines.
- Document collection activity and client communications in the firm's systems.
- Research client questions regarding invoices, payments, credits, and account balances and coordinate with appropriate personnel to resolve issues.
- Follow up on payment commitments and document promised payment dates.
- Escalate significant, delinquent, or difficult accounts to the Director of Administration and/or appropriate Partner.
- Assist with stop-work notices and other collection-related communications in accordance with firm policy.
- Assist with identifying accounts that may require payment arrangements, additional collection action, or client relationship review.
- Maintain confidentiality of client financial information.
- Provide periodic reports to management regarding aging, collection activity, outstanding balances, and trends.
- Prepare recurring reports related to accounts receivable, collections, cash receipts, software expenses, and renewals.
- Monitor key metrics such as accounts receivable aging, collection activity, unapplied cash, and upcoming software renewals.
- Identify opportunities to improve the efficiency, accuracy, and consistency of receipting, collections, and software renewal processes.
- Associate degree in accounting, business administration, finance, or a related field; equivalent experience may be considered.
- 2–4 years of experience in accounts receivable, billing, accounting, collections, administrative operations, or a related area.
- Strong attention to detail and accuracy.
- Strong organizational and time-management skills.
- Comfortable working with financial information and account balances.
- Strong written and verbal communication skills.
- Professional and confident telephone communication skills.
- Ability to make collection calls in a courteous, professional, and appropriately assertive manner.
- Proficiency with Microsoft Excel and Microsoft Office applications.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to manage multiple deadlines and priorities independently.
- Experience working in a professional services or public accounting environment.
- Experience with accounts receivable and collection processes.
- Experience with accounting or practice management software.
- Experience managing software subscriptions, licenses, or vendor renewals.
- Experience with payment processing and cash receipting.
- Familiarity with client billing and professional services invoicing.
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