Accounts Receivable & Collections Clerk

The Food Source International, Inc.; Exton (PA); On-site; USD 43,000 - 52,000; Full time

Job summary

The Food Source International, Inc. is seeking an Accounts Receivable & Collections Clerk to manage the full AR lifecycle with a focus on proactive collections, account resolution, and accurate financial records.

You will ensure timely payments, communicate on delinquencies, resolve discrepancies, and support AR reporting while upholding internal policies and standards. Responsibilities include monitoring aging, initiating collections, processing invoices, receiving payments, and assisting

Qualifications

• High School Diploma or GED required; Associate or Bachelor’s in Accounting/Finance preferred.
• 23 years of A/R and/or collections experience required, preferably in a business-to-business environment.
• Experience with accounting software (QuickBooks, Sage, NetSuite) preferred.
• Proficiency in Microsoft Office Suite, especially Excel, Outlook, and reporting formats.

Responsibilities

• Monitor aging reports daily and contact past-due customers via phone, email, and written correspondence.
• Initiate collection activity on delinquent accounts and establish payment plans when appropriate.
• Generate and send reminder notices, demand letters, and formal collection escalations as necessary.
• Review, research, and resolve AR discrepancies, short-pays, credit memos, and unapplied payments.
• Document collection activity and resolution outcomes in the accounting system.
• Coordinate with Sales, Customer Service, and Operations to resolve invoice disputes or delivery-related issues impacting payment.
• Submit corrections to credit reporting or customer records when necessary.

Skills

Accounts receivable

Collections

Microsoft Excel

Accounting software

Communication skills

Time management

Problem solving

Education

High School Diploma or GED

Associate or Bachelor’s in Accounting/Finance preferred

23 years of A/R and/or collections experience

Tools

QuickBooks

Sage

NetSuite

Job description

Summary/Objective

The Accounts Receivable & Collections Clerk is responsible for managing the full accounts receivable lifecycle, with an emphasis on proactive collections, account resolution, and maintaining accurate financial records. This position ensures timely payment on outstanding invoices, communicates with customers regarding delinquencies, resolves account discrepancies, supports AR reporting, and protects the financial integrity of The Food Source International (TFSI). The role requires strong customer service skills, professional follow-up, and adherence to internal policies and accounting standards.

Summary/Objective

The Accounts Receivable & Collections Clerk is responsible for managing the full accounts receivable lifecycle, with an emphasis on proactive collections, account resolution, and maintaining accurate financial records. This position ensures timely payment on outstanding invoices, communicates with customers regarding delinquencies, resolves account discrepancies, supports AR reporting, and protects the financial integrity of The Food Source International (TFSI). The role requires strong customer service skills, professional follow-up, and adherence to internal policies and accounting standards.

The essential functions include, but are not limited to:

Accounts Receivable & Collections

• Monitor aging reports daily and conduct outreach to pastdue customers via phone, email, and written correspondence.
• Initiate collection activity on delinquent accounts; establish payment plans when appropriate.
• Generate and send reminder notices, demand letters, and formal collection escalations as necessary.
• Review, research, and resolve AR discrepancies, shortpays, credit memos, and unapplied payments.
• Document collection activity, customer communication, and resolution outcomes in the accounting system.
• Coordinate with Sales, Customer Service, and Operations to resolve invoice disputes or deliveryrelated issues impacting payment.
• Submit corrections to credit reporting or customer records when necessary.

Billing & Receipts

• Process customer invoices accurately in accordance with terms and shipping documentation.
• Record incoming payments (checks, ACH, wire, credit card) and ensure proper allocation to accounts.
• Prepare bank deposits and support daily cash posting.
• Maintain detailed customer account files and digital documentation in alignment with audit practices.

Reporting & Compliance

• Maintain weekly and monthly AR/collections metrics for leadership review.
• Assist with monthend close by reconciling AR balances and preparing summaries of delinquent accounts.
• Follow internal guidelines regarding credit holds, payment terms enforcement, and escalation procedures.
• Remain knowledgeable regarding state and federal collection regulations and company policy requirements.

Team & Department Support

• Provide exceptional service in all customer interactions while upholding company standards.
• Support the accounting department with related duties including filing, scanning, system updates, or data entry.
• Perform other duties as assigned.
• The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Required Skills / Abilities

• Strong knowledge of accounts receivable, invoicing, and collections practices.
• Excellent communication skills; able to address late payments professionally and tactfully.
• Ability to interpret account histories, reconcile balances, and recommend resolution paths.
• Skilled in Microsoft Excel, accounting systems, and digital documentation.
• Strong time management with the ability to prioritize multiple accounts and deadlines.
• Critical thinking, problem resolution, and followthrough to completion.

Education & Experience Requirements:

• High School Diploma or GED required; Associate’s or Bachelor’s in Accounting/Finance preferred.
• 23 years of A/R and/or collections experience required, preferably in a businesstobusiness environment.
• Experience with accounting software (QuickBooks, Sage, NetSuite, etc.) preferred.
• Proficiency in Microsoft Office Suite, especially Excel, Outlook, and reporting formats.

Physical Requirements:

• Work involves sitting most of the workday greater than 50% of the time. Walking and standing are required only occasionally.
• Typing and applying pressure with the fingers and palm required.
• The person in this position needs to occasionally move about inside the office to access office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range (within a few feet of the observer).
• Ability to retain and interpret data to improve processes.

Reports To: Accounting Manager

Supervisory responsibilities: None

Backup: Accounting Clerk, Accounting Manager

Work environment/Hours:

• The work environment: routine office setting, with occasional warehouse visits where temperatures and noise levels will vary.
• Fulltime Office hours are typically 8:305:00pm, MondayFriday with occasional overtime.

EEO: We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by the law.