AR/Collections Specialist

Job Description

We are seeking a detail-oriented Billing Specialist to manage invoice processing, payment processing, customer communication, and cash application. The ideal candidate will have experience in high-volume B2B collections and be skilled in handling various accounting tasks to ensure accuracy and efficiency.

Responsibilities

• Generate and send customer invoices based on sales orders and delivery confirmations.
• Ensure proper coding of GL accounts and cost centers.
• Verify invoice accuracy, including pricing, taxes, and terms.
• Record incoming payments (checks, ACH, wire transfers, and credit card payments).
• Apply payments accurately to customer accounts and invoices.
• Investigate and resolve unapplied cash or payment discrepancies.
• Respond to customer inquiries regarding invoices and account balances.
• Provide statements and payment confirmations upon request.
• Follow up on overdue payments and send reminders or collection notices.
• Process daily cash deposits and update accounting systems.
• Verify accuracy and completeness of payment data.
• Maintain organized records of invoices, receipts, and customer communications.
• Archive older records securely according to retention policies.
• Generate and review AR aging reports.
• Identify overdue invoices and prioritize follow-ups.
• Document follow-up actions and escalate issues as needed.
• Reconcile customer accounts and investigate discrepancies.
• Validate unapplied payments or credit balances.
• Coordinate with sales teams to resolve pricing or discount discrepancies.
• Assess new customer credit applications and check credit worthiness.
• Review credit limits and recommend adjustments based on payment history.
• Document credit approvals and terms.
• Develop and execute collection strategies for past-due accounts.
• Send final demand letters or notices and coordinate with external collection agencies as necessary.
• Update customer profiles and contact details in ERP systems.
• Record adjustments, write-offs, and credit memos as required.
• Reconcile AR sub-ledger with the general ledger during month-end close process.
• Review unapplied payments and resolve outstanding items.
• Post accruals and intercompany adjustments.
• Generate month-end AR reports for management.
• Prepare supporting schedules and documentation for audits.
• Ensure compliance with SOX controls and accounting policies.
• Analyze DSO (Days Sales Outstanding) and payment trends.
• Highlight potential issues affecting cash flow and recommend process improvements based on data trends.
• Perform quarterly reviews of customer credit limits and analyze high-risk accounts.
• Provide documentation and reconciliation reports for external audits.
• Assist in preparing year-end accruals and adjustments.
• Archive older records as per retention policies.
• Assess and implement improvements for invoicing, collections, and cash application processes.
• Review automation tools to enhance efficiency.

Essential Skills

• 2+ years of high-volume B2B collection experience
• Customer support experience (phone calls, emails)
• Proficiency in posting cash, reading invoices, and understanding aging reports
• Intermediate Excel skills (including VLOOKUP and PivotTables)
• Strong customer service skills
• Experience in cash application

Additional Skills & Qualifications

• No degree required; years of experience will qualify
• Strong customer support skills in calling to collect and following up on researching discrepancies

Work Environment

Work hours are Monday to Friday, 9 AM to 5 PM, with some flexibility. The role is the sole collector for the US team and will work closely with the team in the Netherlands. The position reports to the designated supervisor. Maintaining strict confidentiality with customer and financial data is crucial. Compliance with GAAP, SOX, and company-specific policies must be continuously monitored.

Catherine Sullivan

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Pay and Benefits

The pay range for this position is $31.25 - $33.65/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Sterling,VA.

Application Deadline

This position is anticipated to close on Apr 2, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.