Accounts Pay/Rec Specialist

Employnet Workforce Management; Irvine (CA); On-site; USD 39,000 - 44,000; Full time

Job summary

Employnet Workforce Management is seeking an AR Invoicing Admin for US operations in Irvine, CA. You will issue invoices, verify documents, and support month-end close, ensuring accuracy and compliance with policies.

You will also assist with collections, coordinate with internal teams, and pursue process improvements. Requires 2+ years in invoicing/AR and strong Excel skills.

Qualifications

• High school diploma or equivalent; Associate's degree in Accounting, Finance, or related field preferred.
• Minimum 2 years of relevant invoicing/accounts receivable or accounting experience.
• Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Ability to work overtime and commit to at least two Saturdays per month as business needs require.
• Good written and verbal communication skills; comfortable interacting with internal teams and external customers.

Responsibilities

• Prepare and issue customer invoices accurately and in a timely manner using the company ERP system.
• Verify purchase orders, contracts, shipping documentation, and order entry prior to invoicing to ensure billing accuracy.
• Review and reconcile invoice discrepancies, and coordinate corrections with Operations, Sales, and Shipping.
• Support month-end close activities related to invoicing and revenue recognition (cutoffs, accruals, reconciliations).
• Ensure invoicing processes comply with company policies, contractual terms, and relevant regulations (tax, export controls, etc.).
• Provide documentation and support for internal and external audits.
• Continuously identify opportunities to improve invoicing processes, automation, and data quality.
• Assist on Accounts Receivable collections. Work with contract administrators, customers, and entire AR team to ensure proper collection efforts.
• Contact customers via phone or email to collect past-due balances.
• Prioritize collection activities based on aging, risk, and account history.
• Monitor promises to pay and follow up to ensure commitments are met.
• Review A/R aging reports daily/weekly and take action on delinquent accounts and keeps notes on collection attempts.
• Investigate short pays, deductions, chargebacks, and invoice disputes.
• Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
• Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
• Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.

Skills

Excel

Communication

Attention to detail

Time management

Problem solving

Education

Associate's degree in Accounting/Finance

Bachelor's degree in Accounting/Finance

Tools

ERP system

Power BI

Job description

Title: AR Invoicing Admin *US Only*

Pay Rate Range: $28-$32/hr

1st shift: MUST BE OK WITH 2 SATURDAYS A MONTH

SUMMARY: Has responsibilities for Invoicing daily sales, performing month-end dock walk audits, tracking non-invoiced work orders on a weekly basis, and daily/weekly/monthly reporting.

SCOPE/SUPERVISION AND INTERACTION

The individual contributor will report to the Accounts Receivable Manager and will routinely interact with Operations, Shipping, Planning, Production Support, and other internal teams to support day-to-day accounting invoicing activities. Occasional contact with customers may be required.

ESSENTIAL FUNCTIONS

Invoicing function

• Prepare and issue customer invoices accurately and in a timely manner using the company ERP system.
• Verify purchase orders, contracts, shipping documentation, and order entry prior to invoicing to ensure billing accuracy.
• Review and reconcile invoice discrepancies, and coordinate corrections with Operations, Sales, and Shipping.
• Support month-end close activities related to invoicing and revenue recognition (cutoffs, accruals, reconciliations).
• Ensure invoicing processes comply with company policies, contractual terms, and relevant regulations (tax, export controls, etc.).
• Provide documentation and support for internal and external audits.
• Continuously identify opportunities to improve invoicing processes, automation, and data quality.

AR function, collections only, no cash posting

• Assist on Accounts Receivable collections. Work with contract administrators, customers, and entire AR team to ensure proper collection efforts.
• Contact customers via phone or email to collect past-due balances.
• Prioritize collection activities based on aging, risk, and account history.
• Monitor promises to pay and follow up to ensure commitments are met.
• Review A/R aging reports daily/weekly and take action on delinquent accounts and keeps notes on collection attempts.
• Investigate short pays, deductions, chargebacks, and invoice disputes.
• Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
• Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
• Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.

ESSENTIAL REQUIREMENTS

• High school diploma or equivalent; Associate's degree in Accounting, Finance, or related field preferred.
• Minimum 2 years of relevant invoicing/accounts receivable or accounting experience.
• Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Ability to work overtime and commit to at least two Saturdays per month as business needs require.
• Reliable, punctual, and able to meet strict deadlines in a fast-paced environment.
• Good written and verbal communication skills; comfortable interacting with internal teams (Operations, Shipping, Sales) and external customers.
• Ability to prioritize workload, manage multiple tasks, and elevate issues as appropriate.
• Demonstrated problem-solving skills and ability to follow documented procedures.

PREFERRED / DESIRABLE QUALIFICATIONS

• Associate's or Bachelor's degree in Accounting, Finance, or related field.
• Experience with Microsoft Power BI or other reporting tools.
• Prior experience in a manufacturing, distribution, or government-contracting environment.
• Familiarity with billing compliance, tax requirements, or export controls related to invoicing.

SCHEDULING REQUIREMENTS

• Ability to work occasional extended hours and/or weekends (minimum two Saturdays/month).
• Ability to sit at a workstation and perform repetitive keyboard tasks for extended periods.