A/R & Credit and Collection Specialist

AR/Credit & Collection Specialist

The AR/Credit & Collection Specialist is responsible for managing the company accounts receivable process by ensuring accurate invoicing, timely collection of payments, and maintaining positive customer relationships. This role requires strong organizational, communication, and analytical skills to manage multiple accounts, support the Controller with financial reporting, and ensure compliance with company policies and regulatory requirements.

Key Responsibilities:

• Accounts Receivable and Payment Processing
• Process and post check, ACH, and credit card payments to matched invoices in IFS.
• Review and sign off on equipment and unit orders.
• Review and verify daily posted invoices for accuracy.
• Deposit checks and manage mixed payment entries, ensuring supporting documentation is uploaded as required.
• Process and approve SPOs (Special Purchase Orders) from the service department.
• Perform credit adjustments and reconcile discrepancies through IFS.
• Credit and Collections Management
• Review new customer applications, conduct credit reference checks, and determine payment terms and limits.
• Monitor aging accounts and collect past-due invoices via phone, email, or written correspondence.
• Provide customers with account statements and respond to billing inquiries promptly.
• Meet regularly with the CEO to discuss receivables status and address collection-related issues.
• Maintain accurate credit files and documentation for audit readiness.
• Invoicing and Documentation
• Process invoices for delivered orders daily, ensuring completeness and accuracy.
• Respond to internal and external inquiries regarding invoices and payments.
• Review and process special payment term offers for customer orders.
• Assist the Tax Specialist with collecting and reviewing tax exemptions in Avalara and answer related customer questions.
• Financial Reporting and Audit Support
• Assist the Controller in researching AR ledger discrepancies and month-end balancing.
• Prepare and process monthly sales commissions.
• Support year-end audit preparation by cleaning up and reconciling the AR ledger.
• Ensure compliance with GAAP principles and internal accounting controls.
• Compliance and Team Collaboration
• Maintain a safe and clean work environment by following company policies, procedures, and safety regulations.
• Comply with all government regulations, company policies, and accounting procedures.
• Contribute to team success by collaborating effectively and completing assigned tasks as needed.
• Perform additional duties as assigned by the Controller or management.

Desired Qualifications:

• Education & Experience: Associate or bachelor's degree in Accounting, Finance, or related field preferred. 2+ years of experience in accounts receivable, credit, or collections required. Experience in a manufacturing or corporate accounting environment preferred.
• Skills: Advanced computer proficiency, including Microsoft Office (Excel, Word, Outlook). Strong organizational, analytical, and problem-solving abilities. Excellent written and verbal communication skills. Ability to handle confidential information with discretion. Proficiency with accounting software.
• Certificates, Licenses, or Training: On-site training provided.
• Interaction with Others: Reports directly to the Controller. Must be able to accurately receive, understand, and follow instructions from management. Works closely with internal departments including Sales, Service, and Tax to ensure timely communication and resolution of invoicing and payment issues. Maintains positive relationships with customers, demonstrating professionalism, courtesy, and integrity in all interactions.

We value precision, accountability, and teamwork. As an AR/Credit & Collection Specialist, you'll play a vital role in supporting the company's financial health and customer relationships. You'll be part of a collaborative accounting team committed to accuracy, innovation, and professional growth in a company that truly values its people.

Benefits:

• Health insurance
• Retirement savings plan
• Paid time off
• Professional development opportunities

Working Environment: Work is performed primarily in a climate-controlled office setting, with occasional exposure to manufacturing areas and outdoor environments when coordinating events or maintaining exterior office areas. The noise level is typically quiet to moderate.