Part-Time Accounts Receivable Clerk (Billing & Collections)

SERVPRO of South Bend, NE/W. St. Joseph County; Mishawaka (IN); On-site; USD 31,000 - 46,000; Part time

Job description

Benefits:

• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule

Position Overview

The Accounts Receivable Clerk is responsible for accurate customer billing, payment processing, account maintenance, and proactive collection of outstanding balances. The successful candidate will be confident discussing payment status, persistent in follow-up, and committed to keeping complete and accurate account records. This position is part-time; 30 hours per week

Key Responsibilities

Billing and Invoicing

• Prepare and issue accurate, timely customer invoices for completed work.
• For insurance-related jobs, send invoices directly to customers for their records after the estimate has been submitted to the insurance carrier by job-file personnel.
• For self-pay jobs, send invoices directly to customers and communicate applicable payment expectations.
• Review job information and supporting documentation to confirm each file is ready for invoicing.
• Coordinate with project managers and job-file personnel to obtain missing information or resolve documentation issues that could delay invoicing.
• Maintain accurate invoice records and consistent billing information across QuickBooks Online, WorkCenter, WorkFlow, and other applicable systems.
• Respond to customer questions regarding invoices, balances, payments, and supporting documentation.
• Monitor unbilled jobs and outstanding invoice requirements to prevent avoidable billing delays.

Collections and Account Follow-Up

• Proactively manage collections through consistent telephone, email, and written follow-up on outstanding balances.
• Communicate professionally with customers, insurance representatives, mortgage companies, and other responsible parties regarding payment status.
• Maintain complete collection notes, account updates, payment commitments, disputed-balance details, and follow-up dates.
• Prepare and provide a weekly accounts receivable aging report with current collection updates, detailed notes, payment commitments, disputed balances, and recommended next steps.
• Research and resolve billing or payment discrepancies in coordination with the appropriate team member or manager.
• Monitor past-due accounts and escalates significant collection concerns to management.
• Transition completed billings into the collection process and consistently follow each account through final payment.

Payments, Deposits, and Liens

• Accurately apply customer payments to the appropriate accounts, jobs, and invoices.
• Research and resolve unapplied payments and account discrepancies.
• Assist with preparation of bank deposits and maintain complete deposit records.
• Prepare, file, monitor, and release mechanics' liens within required deadlines.

Additional Support

• Once fully trained in the primary accounts receivable responsibilities, provide backup support for accounts payable as needed.
• Assist with other accounts receivable and office responsibilities as business needs require.

Qualifications

• Previous accounts receivable, billing, bookkeeping, or collections experience.
• Experience with QuickBooks Online strongly preferred.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Strong collection, negotiation, and follow-up skills.
• Confidence discussing past-due balances and requesting payment while maintaining a professional and courteous approach.
• Excellent written and verbal communication skills.
• Strong organizational skills, accuracy, and attention to detail.
• Ability to manage multiple accounts, deadlines, and follow-up commitments.
• Self-motivated, dependable, and comfortable working independently in a fast-paced, team-oriented office.
• Ability to learn SERVPRO systems and other proprietary software.
• Ability to successfully complete a background check, subject to applicable law.