Frederick Fox

Accounts Receivable Specialist

Position Overview

The Accounts Receivable Specialist is responsible for managing
and maintaining accurate accounts receivable records, ensuring
timely customer invoicing, processing payments, monitoring
outstanding balances, and supporting effective cash flow
management. This role plays a critical part in maintaining the
accuracy of financial records, strengthening customer
relationships, and ensuring compliance with established
accounting policies and procedures.

Working closely with Accounting, Finance, Sales, Customer
Service, and other cross-functional teams, the Accounts
Receivable Specialist will oversee daily billing activities,
apply customer payments, reconcile accounts, resolve billing
discrepancies, and support collection efforts. The successful
candidate will demonstrate strong analytical skills, attention to
detail, and the ability to manage multiple priorities in a
fast-paced environment.

This position also supports month-end close, financial reporting,
account reconciliations, and continuous process improvement. The
ideal candidate has hands-on experience with enterprise resource
planning (ERP) systems, particularly SAP S/4HANA, and possesses
the communication skills necessary to work effectively with
internal stakeholders and external customers.

Key Responsibilities

1. Accounts Receivable and Billing Management

* Manage daily accounts receivable activities to ensure accurate
financial records and timely processing of customer transactions.
* Prepare, review, and issue domestic and international customer
invoices in accordance with established billing procedures and
contractual terms.
* Ensure invoices are accurate, complete, and issued within
required billing timelines and cutoff periods.
* Process manual invoices, credit memos, debit memos, and other
accounts receivable adjustments as needed.
* Review customer billing information to identify discrepancies,
resolve errors, and maintain accurate account balances.
* Ensure appropriate documentation is maintained for all billing
transactions and account adjustments.
* Monitor billing activities to identify recurring issues and
recommend improvements to increase accuracy and efficiency.
* Support billing requirements across multiple sales channels,
including e-commerce platforms, online marketplaces, warranty
services, and repair transactions.
2. Cash Application and Payment Processing

* Process and apply customer payments accurately and promptly
across multiple payment channels, including ACH, wire transfers,
checks, credit cards, lockbox transactions, and other electronic
payment methods.
* Review remittance information and payment documentation to
ensure payments are applied to the appropriate customer accounts
and invoices.
* Investigate unidentified, unapplied, or misapplied cash and
coordinate with relevant stakeholders to resolve discrepancies.
* Reconcile customer payment activity against bank deposits and
accounting records.
* Monitor daily cash receipts and maintain accurate records of
incoming payments.
* Coordinate with customers and internal departments to obtain
missing remittance information and resolve payment application
issues.
* Support the timely resolution of payment discrepancies to
maintain accurate accounts receivable balances and improve cash
flow visibility.
3. Collections and Customer Account Management

* Monitor outstanding customer balances and follow up on overdue
invoices to support timely collections.
* Review accounts receivable aging reports to identify past-due
accounts, collection risks, and payment trends.
* Communicate professionally with customers regarding outstanding
balances, payment commitments, billing questions, and account
discrepancies.
* Investigate and resolve customer disputes related to pricing,
invoicing, payments, credits, and account balances.
* Collaborate with Sales, Customer Service, and other internal
stakeholders to resolve collection barriers and maintain positive
customer relationships.
* Escalate high-risk or significantly overdue accounts in
accordance with established collection procedures.
* Track collection activities, document customer communications,
and follow up on outstanding commitments.
* Recommend strategies to reduce aged receivables, improve
collection effectiveness, and minimize potential bad debt
exposure.
4. Customer Credit and Account Setup

* Review and process customer account setup documentation to
ensure accurate and complete records.
* Assist with reviewing credit applications, payment terms,
credit limits, tax documentation, W-9 forms, and resale
certificates.
* Verify customer information and supporting documentation in
accordance with established policies and internal controls.
* Monitor customer credit limits and identify accounts that may
require additional review or escalation.
* Support the maintenance of accounts receivable insurance
documentation and related credit risk information, as applicable.
* Partner with Sales and Finance to address high-risk accounts,
credit concerns, and payment issues.
* Maintain accurate customer master data within the ERP system
and ensure changes are appropriately documented and authorized.
5. Account Reconciliation and Financial Reporting

* Reconcile customer accounts and investigate differences between
accounts receivable subledger balances, general ledger balances,
and supporting documentation.
* Reconcile bank deposits and payment activity to ensure
transactions are recorded accurately.
* Prepare and maintain accounts receivable aging reports,
reconciliation schedules, and other financial reports.
* Assist with rebate accrual calculations, supporting schedules,
and related accounting reconciliations.
* Research discrepancies and coordinate corrective actions to
ensure the integrity of financial records.
* Maintain organized documentation to support financial
reporting, internal reviews, and audit requirements.
* Analyze accounts receivable trends and provide information to
support cash flow forecasting and management reporting.
* Ensure financial records are accurate, complete, and maintained
in accordance with established accounting procedures.
6. Month-End Close and Compliance

* Support month-end and year-end closing activities related to
accounts receivable, including reconciliations, journal entry
support, and reporting.
* Ensure billing cutoff procedures are followed and
revenue-related transactions are recorded in the appropriate
accounting period.
* Assist with preparing documentation and schedules required for
external audits and internal financial reviews.
* Support monthly sales tax filing activities by gathering,
reviewing, and reconciling relevant transaction information.
* Ensure accounts receivable activities comply with established
company policies, accounting procedures, and applicable
regulatory requirements.
* Identify discrepancies, documentation gaps, or control
weaknesses and communicate them to the appropriate stakeholders.
* Maintain accurate records to support audit readiness and
financial transparency.
7. Systems Management and Process Improvement

* Use SAP S/4HANA and other financial systems to process
transactions, maintain customer records, and generate accounts
receivable reports.
* Utilize Microsoft Excel to analyze account balances, reconcile
transactions, prepare schedules, and identify trends or
discrepancies.
* Identify opportunities to streamline billing, payment
application, collections, and reconciliation processes.
* Develop, document, and maintain standard operating procedures
(SOPs) for accounts receivable activities.
* Recommend improvements to internal controls, workflow
efficiency, data accuracy, and reporting practices.
* Support the implementation of system enhancements, automation,
and process changes that improve the effectiveness of accounts
receivable operations.
* Ensure accounting documentation and system records are
complete, accurate, and consistently maintained.
8. Cross-Functional Collaboration and Team Support

* Serve as a key point of contact for accounts receivable
inquiries from customers and internal stakeholders.
* Partner with Sales, Finance, Customer Service, and other
departments to resolve billing issues and improve payment
outcomes.
* Communicate account status, collection concerns, and recurring
discrepancies to relevant team members.
* Provide guidance and support to colleagues regarding accounts
receivable procedures and best practices.
* Assist with training and mentoring team members as needed.
* Provide backup support for treasury-related activities when
required.
* Perform other related duties as assigned.
Required Qualifications

* Three to five years of progressive experience in accounts
receivable, billing, collections, cash application, or related
accounting functions.
* Hands-on experience with SAP S/4HANA is required.
* Advanced Microsoft Excel skills, including the ability to
analyze financial data, reconcile transactions, and prepare
reports.
* Strong understanding of accounts receivable processes,
including invoicing, payment application, collections, account
reconciliation, and customer account maintenance.
* Experience researching and resolving billing discrepancies,
payment issues, and customer account variances.
* Knowledge of accounts receivable aging, credit management, and
collection procedures.
* Strong analytical, organizational, and problem-solving skills.
* Exceptional attention to detail and commitment to financial
accuracy.
* Excellent written and verbal communication skills, with the
ability to interact professionally with customers and internal
stakeholders.
* Ability to manage multiple priorities, meet deadlines, and work
independently in a fast-paced environment.
* Strong recordkeeping skills and the ability to maintain
organized financial documentation.
* Ability to anticipate operational needs, identify potential
issues, and take appropriate action.
* Proficiency in using computers, calculators, and standard
office equipment.
Preferred Qualifications

* Associate or bachelor's degree in Accounting, Finance, Business
Administration, or a related field.
* Experience with ERP systems, financial reporting tools, and
automated billing or payment platforms.
* Experience supporting month-end close, external audits, and
financial reconciliations.
* Familiarity with domestic and international billing
requirements.
* Experience processing transactions across multiple sales
channels, including e-commerce platforms and online marketplaces.
* Knowledge of customer credit applications, credit limits,
accounts receivable insurance, and credit risk management.
* Experience preparing rebate accruals, general ledger
reconciliations, and sales tax documentation.
* Previous experience mentoring or training accounting team
members.
* Familiarity with treasury support, cash management, and bank
reconciliations.
* Experience developing standard operating procedures and
improving accounting workflows.
Education and Experience

* High school diploma or equivalent required.
* An associate or bachelor's degree in Accounting, Finance, or a
related field is preferred.
* Equivalent combinations of education, training, and relevant
professional experience may be considered.

Accounts Receivable Specialist (Temp)

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