Accounts Receivable Specialist

We are seeking a highly organized and detail-oriented Accounts Receivable Specialist to join our team. As a key member of our Accounts Receivable department, you will be responsible for assisting with customer cancellations, billing processes, and ensuring the accuracy of invoices and fees.

• Cancellation Process Management:
• Enter billing data accurately into our system.
• Assist in validating data to ensure it aligns with billing requirements.
• Generate invoices for products or services provided to customers.
• May assist in generating complex invoices under supervision.
• Ensure that invoices are accurate, complete, and compliant with company policies and relevant regulations.
• Include and verify all necessary information on invoices, such as itemized charges, pricing, discounts, taxes, and payment terms.
• May process special billing requests and adjustments with some guidance.
• May address billing discrepancies and resolve billing-related issues with some guidance.
• Update customer account information as needed.

• Customer Communication:
• Collaborate with more experienced team members to address client inquiries related to contracts, billing, and invoices.
• Provide excellent customer service while explaining cancellation processes, contract terms, billing discrepancies, and resolving disputes.
• Assist in documenting and tracking client communications.

• Documentation/Reporting:
• Maintain organized records of invoices, billing adjustments, and client correspondence.
• Assist in preparing basic reports summarizing billing activities.
• Present findings to management for decision-making.

• Reconciliation:
• Assist in reconciling invoices and billing records to identify discrepancies.
• Provide support in resolving billing discrepancies and disputes.

• Compliance:
• Learn and ensure compliance with regulatory and industry standards in accounts receivable.
• Participate in training and development to enhance industry knowledge and skills.
• Support and adhere to internal controls to maintain data security and confidentiality.

• Quality Assurance:
• Conduct quality checks on billing documents to ensure accuracy and compliance with company policies and legal regulations.
• Implement and improve billing procedures to minimize errors and enhance efficiency.
• Collaborate with other departments to gather accurate billing data.

• Team Collaboration:
• Work closely with other departments, such as sales, customer service, and finance, to gather accurate billing information and resolve issues.

• Software and Tools:
• Good understanding of billing software, accounting systems, and spreadsheet tools to streamline billing processes.
• Report system issues or areas for improvement to senior team members.

• High school diploma or equivalent; associate degree in finance, accounting, or related field is a plus.
• Minimum of 1 year of experience in accounts receivable team or a related field (equivalent work experience).
• Familiarity with basic accounting and accounts receivable principles.
• Basic knowledge of billing software, accounting systems, and Microsoft Office tools.
• Eagerness to learn about billing regulations, standards, and best practices. Basic knowledge of relevant laws and regulations regarding billing and taxation is a plus.
• Experience with collections software or enterprise resource planning (ERP) systems is a plus.

• Strong attention to detail and willingness to maintain data accuracy.
• Excellent organizational skills and time management skills.
• Ability to handle confidential information with integrity.
• Analytical thinking for identifying trends and process improvements.
• Ability to work well under pressure and meet deadlines. Ability to prioritize tasks and work in a fast-paced environment.
• Willingness to learn and follow established procedures.
• Ability to work collaboratively as part of a team.
• Excellent communication and interpersonal skills. Able to communicate clearly and effectively, verbally, in writing, and by electronic communications with both internal and external clients.
• Excellent customer service skills.
• Multi-lingual is preferred.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work from the office or remote.
• Ability to work hours as dictated by the project.