Accounts Receivable Specialist

Hire-Authority; Houston (TX); On-site; USD 34,000 - 41,000; Full time

Job summary

Hire-Authority in North Houston is seeking an Accounts Receivable Specialist. The role handles setup, credit decisions, invoicing, payments, and collections to keep accounts current. Strong QuickBooks and Excel skills, plus 3+ years of AR experience, are required.

The position focuses on accurate billing, timely payments, and customer communications, with emphasis on adherence to term policies and data integrity.

Qualifications

• 3+ years of hands-on accounts receivable experience.
• Proficiency in QuickBooks for invoicing, payments, and AR actions.
• B2B collections experience with professional past-due conversations.
• Willingness to enforce credit holds and firm on terms with customers and Sales.
• Intermediate Excel skills for aging reports and reconciliation.
• High attention to detail and accuracy in documentation.

Responsibilities

• Set up new customer accounts with legal name, addresses, contacts, and approved terms.
• Process credit applications, run credit reports, and recommended terms for approval.
• Review and invoice jobs, ensure accuracy of customer, PO, pricing, and charges.
• Apply daily payments via check, ACH, and card per approved terms; reconcile in QuickBooks.
• Record and follow up on unapplied/payments, disputes, and credits; maintain file integrity.
• Monitor AR aging, initiate collection steps per policy, and escalate when needed.

Skills

Accounts receivable

QuickBooks

Excel

Billing

Collections

Communication

Tools

ERP/CRM systems

Job description

Our client is searching for an Accounts Receivable Specialist for their company located in North Houston. The salary range is $25-$30 per hour.

Duties/Responsibilities:

Customer Setup & Credit

• Set up new customer accounts with the legal name, billing and shipping addresses, AP contact, email, phone, tax status and approved terms.
• Process creditapplications, run credit reports, check trade references, and recommend credit limits and terms for management approval.
• Keep new customers COD until terms are approved,and make sure Sales does not promise terms before approval (typical approved terms: Net 30).
• Maintain credit limits and payment terms in QuickBooks. Never change terms, billing emails, AP contacts, remittance addresses or payment instructions without authorization.

Invoicing

• Review completed jobs daily and confirm everything before invoicing.
• Verify every invoice before sending: customer, sales order or job number, PO, quantity, color, pricing, freight, tax treatment, deposits, credits, and rush or additional charges.
• Email invoices to the correct customer contacts with any documentation the customer requires to pay: PO, packing slip, bill of lading, proof of delivery, photos, signed receiving documents.
• Send customer statements as needed, and only after confirming payments and credits are applied and known errors are corrected.

Payments, Deposits & Cash Application

• Review and apply check, ACH, credit card and otherapproved payments daily, using remittance information to match the correct invoices.
• Process credit card payments throughcompany’s approved process and handle card information securely.
• Collect and record the 50% depositon retail orders. Apply commercial paymentsaccording to each account's approved terms (upon completion, COD, Net 30 or other approved terms).
• Reconcile daily depositsto QuickBooks and research any difference immediately.
• Research unapplied payments, short payments, deductions and duplicate payments. Keep balances open, until an authorized credit is issued.
• Process returnedchecks: notify management, reversethe payment, restorethe balance, record bank fees and request replacement payment.

Collections & Credit Holds

• Review the ARaging weekly (Current, 1-30, 31-60, 61-90, Over 90 days) and find out why each past-due invoice is unpaid.
• Run the collections sequence: friendly reminder, then a second written request and a call to the AP contact, then internal escalation and a formal collection notice, then third-party collections when management directs.
• Place accounts on credit hold according to company policy,notify Sales, mark current jobs PAST DUE or CREDIT HOLD, and stop material release unless authorized.
• Prepare liens when management directs.
• Monitor large-balance accounts for total exposure, payment commitments, disputes and release risk.
• Document every collection contact: date, person, method, payment commitment, dispute, expected payment date, follow-up date and hold status.

Disputes, Credits & Refunds

• Research disputedinvoices with Sales, Production and Shipping, respond to the customer with supporting documentation, and elevate anything unresolved.
• Issue credit memos and refunds only with a documented reason,the required approval and a verified account balance, never simply because a customer asks.
• Run AR reports, communicate account status to management, and complete the month-end AR review.
• Escalate immediately: large past-due balances, broken payment promises, refusals to pay, significant disputes, returned checks, duplicate or misapplied payments, suspected fraud, unusual banking-change requests, and material at risk of release while on hold.
• Scan and file all AR documentation, and never leave sensitive payment information unsecured.
• Complete the daily AR closing checklist.
• Support migration of AR processes into the company’s new ERP/CRM platform and keep the AR SOP current.
• Perform other related duties as assigned.

Requirements:

• 3+ years of hands-on accounts receivable experience, including both billing and collections.
• Hands-on QuickBooks experience: invoicing, receiving and applying payments, credit memos, statements and AR aging.
• B2B collections experience, including firm, professional past-due conversations with customers.
• Willingness to enforce credit holds and hold firm on terms with customers and internal Sales.
• Intermediate Excel skills: sorting, filtering, lookups and building an aging report.
• High attention to detail. Able to reconcile documents and catch discrepancies before they reach the customer.
• Clear written and verbal communication with customers and internal teams.