Accounts Receivable Coordinator

RUPRECHT CO; Mundelein (IL); On-site; USD 52,000 - 68,000; Full time

Job summary

RUPRECHT CO in Mundelein, IL seeks an Accounts Receivable professional to accurately apply cash receipts, reconcile deposits, and manage collections. You will investigate unapplied payments, process refunds, and maintain strong relationships with customers and accounts payable.

The role requires a Bachelor's in Accounting/Finance, 2+ years in general accounting, and proficiency with Excel and Syspro ERP. You will collaborate with Sales, Customer Service, and Logistics to resolve deductions and

Qualifications

• Analytical thinking to identify problems and develop solutions.
• Clear communication for internal and external stakeholders.
• Knowledge of economics, accounting principles, banking and financial data reporting.
• Mathematical skills across arithmetic, algebra and statistics.
• Strong organization to handle multiple priorities and deadlines.

Responsibilities

• Apply customer cash receipts to invoices in the accounting system.
• Reconcile daily lockbox deposits, ACH/wire transfers, and card payments.
• Investigate unapplied cash and unidentified payments.
• Process customer refunds or credit memos as needed.
• Manage a portfolio of customer accounts to ensure timely collections.
• Contact customers about past-due balances via phone, email, and portals.
• Maintain positive relationships with accounts payable departments.
• Negotiate payment plans and resolve billing disputes to enable payments.
• Investigate and resolve customer deductions by root-cause analysis.
• Collaborate with Sales, Customer Service, and Logistics to validate deductions.
• Manage deduction disputes and document submission for recovery.
• Monitor deduction trends and suggest process improvements.
• Generate and distribute invoices and credit memos accurately.
• Handle rebill requests and reissue invoices as needed.
• Verify invoices against POs, contracts and shipping docs.
• Assist with setting up new customer accounts and basic credit checks.
• Prepare regular AR aging reports and analyze delinquent accounts.
• Provide management with concise summaries of collections and potential bad debt.
• Support internal and external audits with schedules and reconciliations.
• Pull supporting docs for sample invoices and cash receipts for auditors.

Skills

Analytical Thinking

Communication

Economics and Accounting

Mathematics

Organization

Education

Bachelor’s degree in Accounting/Finance

Tools

Excel

Microsoft Office

Syspro ERP

Job description

Description

Compute, classify, and record numerical data to keep financial records complete. Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records.

Role and Responsibilities

• Accurately and promptly apply customer cash receipts to the appropriate invoices in the accounting system.
• Reconcile daily lockbox deposits, ACH/wire transfers, and credit card payments.
• Investigate and resolve unapplied cash and unidentified payments in a timely manner.
• Process customer refunds or credit memos as necessary
• Proactively manage a portfolio of customer accounts to ensure timely collection of outstanding receivables.
• Contact customers via phone, email, and customer portals regarding past-due balances.
• Establish and maintain positive relationships with customer accounts payable departments.
• Negotiate payment plans and resolve billing disputes to facilitate payment.
• Investigate, analyze, and resolve customer deductions (short-pays) by identifying root causes (e.g., pricing, promotion, shipping, damage claims).
• Collaborate with Sales, Customer Service, and Logistics teams to validate deduction claims.
• Manage the deduction dispute process, including submitting required documentation (proof of delivery, signed purchase orders, etc.) to customers for recovery.
• Monitor and track deduction trends to report on common issues and recommend process improvements.
• Generate and distribute accurate and timely customer invoices and credit memos.
• Process customer “rebill” requests, which may involve creating new invoices to correct errors or re-bill for disputed items after resolution.
• Verify the accuracy of invoices against purchase orders, contracts, and shipping documents.
• Assist with setting up new customer accounts and performing basic credit checks as needed.
• Prepare and distribute regular, detailed Accounts Receivable Aging Reports.
• Analyze the aging report to identify delinquent accounts and high-risk customers.
• Provide management with clear and concise summaries of collection activities, account statuses, and potential bad debt exposure.
• Provide crucial support during internal and external financial audits.
• Prepare detailed schedules and reconciliations related to accounts receivable.
• Pull supporting documentation for sample invoices, cash receipts, and credit memos as requested by auditors

Requirements

Supervisory Responsibilities

• This position has no supervisory responsibilities.

Preferred Qualifications and Education Requirements

• Bachelor’s degree in Accounting/Finance
• 2+ years experience in general accounting
• Proficiency in Excel and Microsoft Office products
• Superior knowledge of financial reporting software tools and ERP software (Syspro)
• Knowledge of Accounts Receivable and Accounts Payable processes

Core Competencies, Knowledge, and Skill Requirements

Analytical Thinking: Must be able to identify and define problems, extract key information from data and develop workable solutions for the problems identified to test and verify the cause of the problem. Develop solutions to resolve the problems identified.

Communication:Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other’s ideas and thoughts.

Economics and Accounting: Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Mathematics: Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Organization:Organize and prioritize your own actions efficiently. Be flexible and react favorably to multiple priorities, changing schedules and daily assignments while paying attention to detail.

Work Environment and Physical Requirements

• Frequently required to sit for an extended period of time
• Use hands to finger, handle, or feel, and talk or hear.
• Specific vision abilities required include close vision, distance, vision, color vision and ability to adjust focus.
• Occasionally lift and/or move up to 25 pounds.
• The noise level in the work environment is usually moderate but can be loud when in the production area.