Accounts Receivable Associate

VivaQuant, Inc.; Arden Hills (MN); On-site; USD 54,000 - 59,000; Full time

Job summary

VivaQuant, Inc. in Arden Hills, MN, is seeking an Accounts Receivable Associate to join our team. The role supports order fulfillment and billing by processing orders, verifying documentation, and data entry in web-based applications.

The successful candidate will maintain clinic and account information and collaborate with internal teams to ensure accurate billing and timely cash flow. This position emphasizes accuracy, proactive problem solving, and strong administrative skills.

Qualifications

• Accounts receivable experience preferred.
• Strong data entry and documentation skills.
• Basic understanding of billing cycles and compliance.

Responsibilities

• Order Processing & Documentation: work with outside sales representatives for complete account setup, including compliance considerations.
• Acceptance Certificates & Lease Schedules: send for distributor orders with signatures prior to activation.
• New Clinic Setup: create and manage clinic records across platforms for consistent data tracking.
• Licensing Portal Management: oversee distributor accounts and access requests in the portal.
• Collaboration & Communication: coordinate with sales, customer service, and operations to resolve order issues.
• Billing of Customers: manage multi-layered billing cycles including subscriptions, accessories, and replacements.
• Credit Processing: issue credits for returned devices and reconcile customer accounts.
• Managing service initiation dates with field team and updating in Sales App and CRM.
• Identifying and correcting errors in subscription counts using multiple systems.
• System Updates & Recordkeeping: maintain accurate records in CRM, Sales App, and internal platforms.
• Reporting Support: assist in generating and maintaining reports.

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Accounts Receivable Associate

Full Time Arden Hills, MN, US

5 days ago Requisition ID: 1027

Salary Range: $54,000.00 To $59,000.00 Annually

Rhythm Express is seeking a highly organized, detail-oriented Accounts Receivable Associate to join our team in Arden Hills, Minnesota. This role supports order fulfillment and billing operations by processing orders, verifying documentation, and completing data entry in web-based applications. The associate also maintains clinic and account information, manages service initiation, and collaborates with internal teams to ensure accurate billing, efficient order fulfillment, and positive customer experience. The ideal candidate is proactive, excels at administrative and quality-assurance tasks, and consistently produces accurate work.

• Order Processing & Documentation: working in conjunction with outside sale representative for complete and accurate account set- up, including working knowledge of Safe Harbor regulations and Anti-Kickback statutes and compliance
• Acceptance Certificates & Lease Schedules: Send Acceptance Certificates and Lease Schedules for distributor orders, ensuring that signatures are obtained prior to device activation.
• New Clinic Setup: Create and manage clinic records across various platforms to ensure smooth integration and consistent data tracking.
• Licensing Portal Management: Oversee the creation of Distributor accounts and manage access requests within the licensing portal.
• Collaboration & Communication: Work closely with internal teams, including sales, customer service, and operations, to resolve order-related issues and ensure smooth order processing.
• Billing of Customers – Comprehension of multiple, layered, and complex billing cycles (subscription services, accessories, lost devices and fee for service)
• Credit Processing: Manage the issuance of credits for returned devices that were previously billed, ensuring timely updates and accurate reconciliation of customer accounts.
• Managing service initiation dates with field team – updating in Sales App and CRM
• Identifying and correcting errors in subscription device counts: using OP, Sales App, Clarity Soft, Zendesk, Sales Order Log and RMA Log
• System Updates & Recordkeeping: Regularly update and maintain accurate records in the CRM, Sales App, and other internal platforms to ensure data integrity and compliance with company processes.
• Reporting Support: Assist in generating and maintaining various reports as needed, providing accurate and timely data
• IDTF Devices Eligible for Warranty, tracking and updating