Job Description

The Accounts Receivable Specialist manages a large portfolio of customer accounts, ensuring timely collection of outstanding invoices, accurate cash application, and strong collaboration with internal teams. This role focuses on reducing past-due balances, improving Days Sales Outstanding (DSO), and supporting the transition to more standardized and automated accounts receivable processes within a global organization.

Responsibilities

• Manage an assigned portfolio of over 200 customer accounts, ensuring timely collection of outstanding invoices and reduction of past-due balances.
• Review accounts receivable aging reports regularly, identify collection priorities, and follow established collection strategies to drive results.
• Support initiatives to improve Days Sales Outstanding (DSO) and optimize working capital by proactively managing collections and cash application activities.
• Process and apply customer payments accurately and promptly, including ACH, wire transfers, lockbox receipts, checks, and credit card payments.
• Research and resolve unapplied cash, payment discrepancies, short payments, overpayments, and remittance issues by working directly with customers and internal stakeholders.
• Perform daily cash application activities while maintaining strong internal controls and ensuring accurate posting within SAP.
• Perform account reconciliations and resolve billing discrepancies in collaboration with Sales, Customer Service, Operations, and Finance.
• Monitor customer accounts and communicate potential credit or collection risks to leadership in a timely manner.
• Maintain accurate customer account records, notes, and collection documentation to ensure clear audit trails and visibility.
• Partner with Sales, Customer Service, Operations, and Finance to resolve billing and payment issues and to ensure a positive customer experience.
• Support customer inquiries and collection escalations in a professional, solutions-focused manner, primarily through email with some phone contact.
• Assist with new customer onboarding by helping ensure accurate billing setup, customer information, and portal access.
• Collaborate with third-party collection partners and internal teams to support effective accounts receivable and collection processes.
• Contribute to process improvement and automation initiatives that enhance efficiency, accuracy, and standardization of accounts receivable operations.
• Work extensively within customer portals and EDI processes to retrieve remittance information, submit invoices, and manage payment status, adapting to different portal formats and requirements.
• Take ownership of customer portals previously managed by customer service, ensuring they receive consistent attention and follow-up.
• Send customer account statements and other communications to clarify what has been paid and what remains outstanding, especially where customers may not have been contacted recently.
• Partner closely with internal business units to resolve situations where payments may have been misapplied or directed to other business units.
• Use Excel, including VLOOKUPs, to analyze data, reconcile accounts, and support manual processes as the company develops and refines standard operating procedures.
• Support the development and adoption of key performance indicators (KPIs) for the accounts receivable function as metrics are established.
• Balance responsibilities across collections, portals, and cash application, ensuring each area receives appropriate focus and follow-through.

Essential Skills

• At least 2 years of accounts receivable experience managing customer accounts.
• Hands-on experience with collections, including prioritizing accounts and following structured collection strategies.
• Demonstrated cash application experience, including processing ACH, wire transfers, lockbox receipts, checks, and credit card payments.
• Experience managing large portfolios of customer accounts, including high-volume, multi-customer environments.
• Proficiency with SAP or similar ERP systems, including posting payments and performing account reconciliations.
• Ability to read and interpret aging reports and use them to guide collection activities.
• Strong customer service skills, with the ability to communicate professionally and clearly with customers and internal stakeholders.
• Experience working with customer portals and EDI processes to obtain remittance information and manage payments.
• Proficiency with Microsoft Excel, including VLOOKUPs, for data analysis and reconciliation.
• Strong attention to detail and accuracy in cash application, account maintenance, and documen