A/R Specialist

Vaco by Highspring; Dayton (OH); On-site; USD 40,000 - 54,000; Full time

Job summary

Vaco by Highspring is seeking an Accounts Receivable Specialist to help ensure prompt payment of customer invoices and maintain professional relationships throughout the transaction cycle.

Under the guidance of the Accounts Receivable Lead, you will manage cash receipts, address delinquent accounts, respond to billing inquiries, and collaborate with Sales/Service teams to ensure accurate invoicing. This role emphasizes accuracy, communication, and timely problem-solving.

Responsibilities

• Receive all types of customer payments and enter cash receipts into the accounting system.
• Proactively manage assigned customer accounts to ensure timely resolution of equipment, parts, rental, and service invoices.
• Review the status of delinquent accounts and contact customers by phone and email to determine the reason for overdue payments and review the terms of sales, service, or credit contracts.
• Respond to customer inquiries and assist with researching discrepancies related to billing.
• Resolve customer disputes related to payment of outstanding balances and request customer refunds or adjustments as necessary.
• Ensure unapplied credits are identified in a timely manner and cleared against outstanding receivable balances as appropriate based on customer needs.
• Communicate credit risks or bad debt information to the manager upon discovery.
• Maintain timely and accurate notes regarding customer interactions and financial status.
• Sort and file correspondence as appropriate.
• Onboard new customers by setting them up in EBS and Billtrust, establishing the appropriate ship-to and tax status for each location, and completing customer questionnaires and/or portal registrations.
• Work closely with Sales and Service Coordination teams to ensure invoicing is completed accurately and resolve any discrepancies in a timely manner.
• Provide general phone backup coverage as needed, including answering calls from the main line and transferring them to the appropriate departments.

Job description

With the guidance of the Accounts Receivable Lead, the Accounts Receivable Specialist is responsible for ensuring the prompt payment and collection of customer invoices while building and maintaining professional working relationships to enhance the customer experience throughout the entire transaction.

Key Responsibilities

• Receive all types of customer payments and enter cash receipts into the EBS accounting system.
• Proactively manage assigned customer accounts to ensure timely resolution of equipment, parts, rental, and service invoices.
• Review the status of delinquent accounts and contact customers by phone and email to determine the reason for overdue payments and review the terms of sales, service, or credit contracts.
• Respond to customer inquiries and assist with researching discrepancies related to billing.
• Resolve customer disputes related to payment of outstanding balances and request customer refunds or adjustments as necessary.
• Ensure unapplied credits are identified in a timely manner and cleared against outstanding receivable balances as appropriate based on customer needs.
• Communicate credit risks or bad debt information to the manager upon discovery.
• Maintain timely and accurate notes regarding customer interactions and financial status.
• Sort and file correspondence as appropriate.
• Onboard new customers by setting them up in EBS and Billtrust, establishing the appropriate ship-to and tax status for each location, and completing customer questionnaires and/or portal registrations.
• Work closely with Sales and Service Coordination teams to ensure invoicing is completed accurately and resolve any discrepancies in a timely manner.
• Provide general phone backup coverage as needed, including answering calls from the main line and transferring them to the appropriate departments.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).