Sr Accounts Receivable Specialist

CareersInFood.com; New York (NY); On-site; USD 85,000 - 120,000; Full time

Job summary

CareersInFood.com is seeking a Senior Accounts Receivable Specialist to own the full AR and billing process in a fast-paced manufacturing, distribution, or wholesale environment.

You will manage day-to-day AR, issue and reconcile invoices, apply payments, and resolve billing discrepancies while collaborating with Sales, Customer Service, Operations, and Finance. Strong Excel and ERP experience are essential for success.

Qualifications

• 5+ years of progressive Accounts Receivable and billing experience.
• Strong hands-on experience with full-cycle Accounts Receivable.
• Experience in manufacturing, distribution, wholesale environment preferred.
• Working knowledge of GAAP.
• Experience with ERP/accounting systems.
• Advanced Microsoft Excel skills, including formulas, lookups, pivot tables, and data analysis.

Responsibilities

• Manage the day-to-day Accounts Receivable and billing functions.
• Own the full billing cycle from invoice creation through payment receipt and account reconciliation.
• Prepare, review, and distribute accurate customer invoices, statements, and billing documentation.
• Process invoices related to customer shipments, pickups, orders, and other billable transactions.
• Review billing information for accuracy, including pricing, quantities, customer terms, freight, taxes, and other applicable charges.
• Manage EDI invoicing and customer portal billing requirements.
• Research and resolve rejected, incomplete, or incorrect invoices to ensure timely billing.
• Monitor customer billing activity to ensure invoices are issued accurately and within required billing timelines.
• Process customer credit and debit memos related to returns, refusals, pricing adjustments, shortages, damages, overpayments, and other approved account adjustments.
• Ensure credit memos are properly supported, approved, recorded, and applied to customer accounts.
• Monitor outstanding credit memos and follow up to ensure timely resolution and application.
• Research and resolve billing discrepancies, customer deductions, short pay, and unapplied cash.
• Maintain accurate customer account balances and supporting documentation.
• Reconcile customer accounts and the Accounts Receivable subledger to the General Ledger.

Skills

Accounts Receivable

Billing

Analytical thinking

Detail oriented

Communication

Education

Bachelor's degree in Accounting or related field

Tools

ERP systems

EDI invoicing

Excel

Job description

The Senior Accounts Receivable Specialist is responsible for managing the Company’s Accounts Receivable and billing functions, with primary responsibility for customer invoicing, cash application, credit memos, account reconciliations, customer deductions, and resolution of billing discrepancies.

This position ensures that customer transactions are accurately recorded, invoices are issued timely, payments are properly applied, and customer accounts are maintained accurately. The Senior Accounts Receivable Specialist works closely with Sales, Customer Service, Operations, and Finance to research and resolve billing discrepancies, pricing issues, deductions, credit requests, and other account-related matters.

The position also supports month-end and year-end close activities, including Accounts Receivable reconciliations, journal entries, reporting, and analysis.

The ideal candidate is an experienced Accounts Receivable professional who is highly analytical, detail-oriented, organized, and comfortable taking ownership of the full Accounts Receivable process in a fast-paced manufacturing, distribution, or wholesale environment.

Accounts Receivable & Billing

• Manage the day-to-day Accounts Receivable and billing functions.
• Own the full billing cycle from invoice creation through payment receipt and account reconciliation.
• Prepare, review, and distribute accurate customer invoices, statements, and billing documentation.
• Process invoices related to customer shipments, pickups, orders, and other billable transactions.
• Review billing information for accuracy, including pricing, quantities, customer terms, freight, taxes, and other applicable charges.
• Manage EDI invoicing and customer portal billing requirements.
• Research and resolve rejected, incomplete, or incorrect invoices to ensure timely billing.
• Monitor customer billing activity to ensure invoices are issued accurately and within required billing timelines.
• Process customer credit and debit memos related to returns, refusals, pricing adjustments, shortages, damages, overpayments, and other approved account adjustments.
• Ensure credit memos are properly supported, approved, recorded, and applied to customer accounts.
• Monitor outstanding credit memos and follow up to ensure timely resolution and application.
• Research and resolve billing discrepancies, customer deductions, short pay, and unapplied cash.
• Maintain accurate customer account balances and supporting documentation.
• Reconcile customer accounts and the Accounts Receivable subledger to the General Ledger.
• Maintain organized records of invoices, credit memos, payments, deductions, deposits, and customer correspondence.

Cash Application & Cash Receipts

• Process and accurately apply customer payments received via ACH, wire transfer, check, credit card, and other approved payment methods.
• Prepare and/or coordinate daily bank deposits.
• Apply customer payments to the appropriate invoices and customer accounts in a timely manner.
• Research and resolve unapplied, unidentified, and misapplied cash.
• Investigate payment discrepancies, partial payments, overpayments, and customer deductions.
• Reconcile cash receipts and customer payment activity to support documentation.
• Communicate payment issues and account discrepancies to appropriate internal departments.
• Ensure all cash receipts are properly recorded and applied in accordance with company policies and procedures.

Credit Memos, Deductions & Dispute Resolution

• Review and process customer credit memo requests in accordance with company policies and approval requirements.
• Research customer deductions and determine the underlying cause.
• Coordinate with Sales, Customer Service, Operations, and other departments to resolve pricing, freight, shortage, damage, return, and other customer deductions.
• Ensure approved deductions and credits are properly documented and recorded.
• Track open deductions and credit-related issues through resolution.
• Identify recurring billing and deduction issues and recommend process improvements to reduce future occurrences.
• Maintain accurate records of customer disputes, credits, deductions, and related correspondence.
• Review customer account activity to identify discrepancies, unusual balances, and items requiring resolution.

Reconciliations & Month-End Close

• Reconcile the Accounts Receivable subledger to the General Ledger on a regular basis.
• Prepare customer account reconciliations and supporting schedules.
• Review AR aging reports for unusual balances, credit balances, unapplied cash, and other items requiring investigation.
• Assist with month-end and year-end closing activities related to Accounts Receivable.
• Prepare and post journal entries related to Accounts Receivable, cash receipts, credit memos, and other assigned transactions.
• Assist with the review and reconciliation of customer deposits, unapplied cash, and other AR-related balances.
• Prepare Accounts Receivable reports and analysis for management.
• Support financial reporting related to Accounts Receivable and cash receipts.
• Assist with audits by providing reconciliations, aging reports, invoices, payment records, credit memos, and other requested documentation.

Customer Account Administration

• Maintain accurate customer account information within the ERP system.
• Review and update customer billing information, payment terms, addresses, and other account data as needed.
• Respond to customer inquiries regarding invoices, account balances, payments, credits, and account discrepancies.
• Provide customers with copies of invoices, statements, credit memos, and supporting documentation as requested.
• Work with internal departments to ensure customer account information is accurate and current.
• Maintain organized documentation related to customer accounts and transactions.

Process Improvement & Internal Controls

• Ensure compliance with company accounting policies, procedures, and internal controls.
• Maintain accurate and complete Accounts Receivable records.
• Help identify and prevent recurring billing errors, duplicate transactions, and account discrepancies.
• Maintain effective processes for tracking customer credits, deductions, disputes, and account adjustments.
• Maintain confidentiality of customer, financial, and company information.
• Provide guidance and support to other team members regarding Accounts Receivable processes and procedures as needed.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• 5+ years of progressive Accounts Receivable and billing experience.
• Strong hands-on experience with full-cycle Accounts Receivable.
• Demonstrated experience with customer billing, invoicing, credit memos, cash application, deductions, and account reconciliations.
• Experience in a manufacturing, distribution, wholesale, or similar environment preferred.
• Working knowledge of Generally Accepted Accounting Principles (GAAP).
• Experience with ERP/accounting systems.
• Experience with EDI invoicing and customer billing portals preferred.
• Advanced Microsoft Excel skills, including formulas, lookups, pivot tables, and data analysis.
• Strong understanding of Accounts Receivable subledger activity and its relationship to the General Ledger.
• Strong analytical, organizational, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Strong customer service and communication skills.
• High level of accuracy, attention to detail, and confidentiality.
• Ability to manage a high volume of transactions and multiple priorities while meeting deadlines.
• Ability to work independently and collaborate effectively across departments.