Accounts Receivable Specialist

Job description

Position located in Saint Francisville, LA

RSAW is seaking highly motivated Account Receivable Specialist to join the team!

This position will be responsible for immediate posting/recording of customer invoices and refunds in the RSAW system, reporting expected cash receipts to the Controller, collecting outstanding balances owed to RSAW, and maintaining and verifying customer information. Responsible for meeting deadlines associated with month-end closing procedures.

Key Tasks and Requirements

ACCOUNTS RECEIVABLE INVOICE PROCESSING: Develop and maintain thorough knowledge of the RSAW system. On a daily basis, maintain a high level of accuracy in the matching of sales orders to customer purchase orders and the review of services and goods to ensure all invoices have accurate taxation and when needed, coordinate with external CPA on any adjustments needed. If applicable, submit invoices timely to various online portals (Ariba, Paymode-X, Supplier inMotion, etc.), if used by our customers. If an online portal is used by our customers, also responsible for the timely follow up of rejections and other discrepancies. Send out pre-due notifications reminding customers of upcoming invoices that are due the following week.

COLLECTIONS: Monitor customer account details for non-payments, delayed payments, and other irregularities. Initiate collection efforts on a daily basis and carry out collection and reporting activities according to specific deadlines. Review A/R aging to ensure compliance with RSAW company goals.

CUSTOMER RELATIONS: Communicate with customers regarding invoice discrepancies or payment issues and respond promptly to customer inquiries and resolve any disputes while establishing and maintaining positive relationships with customers. Generate and send out customer statements that provide information regarding current account balances as required by the Controller and upon request of customers. Maintain organized and up-to-date accounts receivable files and documentation by ensuring customer records contain all applicable information needed to process invoices and that our customer records do not contain duplicates or incorrect information. Ensure timely completion of credit reviews for all new customers to help determine creditworthiness. Ensure all new and existing customers have provided proper tax exemption certificates, where applicable. Coordinate with external CPA, Controller, and CFO on all audits to ensure all customers falling under this category have proper certificates on file.

GENERAL ACCOUNTS RECEIVABLE MAINTENANCE: Review Aged Receivable report on a weekly basis to identify discrepancies. Report on identified metrics that indicate how well the Accounts Receivable function is performing while also researching and striving towards meeting identified goals. Identify and communicate recommendations to the Controller for opportunities to streamline and implement efficiency-enhancing changes to improve accounts receivable processes. Collaborate with other departments, such as Procurement and Project Management to ensure smooth operations. Responsible for maintaining current and accurate process documentation for all procedures performed to include ensuring a master password file is maintained and kept up to date with accurate usernames, passwords, and website addresses. Ensure all communications and research is maintained as supporting documentation in Odoo. Assist Controller in cash flow forecasting by providing weekly estimated payment receipts.

Responsible to the Controller. Accountable for all assignments delegated by the Controller.

OTHER: Assist in answering the phone if the Receptionist is unable to. All other assignments delegated by the

Knowledge and Experience

• Must have at least five years experience (prefer ten years) in accounts receivable functions.
• Must have solid working knowledge of generally accepted accounting principles (GAAP) and procedures.
• Must have working knowledge of standard office equipment, clerical processes, and administrative procedures.
• Must have thorough understanding and working knowledge of efficient paper and data filing systems.

Education and Training

Preferred Associate’s Degree in business, marketing, accounting, or business related field. Will consider experience and field related certificates or accreditation in lieu of degree.