Accounts Receivable Specialist

The Accounts Receivable Specialist is responsible for managing the company’s receivables ledger, ensuring timely and accurate billing, and proactively following up on outstanding payments. The role involves maintaining accurate financial records, addressing both internal and external queries, and working closely with the sales and finance teams to ensure the smooth operation of the accounts receivable process. Disputes must be handled professionally, with resolutions implemented swiftly. Strong communication skills and attention to detail are critical for success in this role.

• Mailbox Management – daily

• Monitor and respond to emails in the shared receivables mailbox
• Assist internal teams with billing and payment-related queries
• Address customer queries promptly and professionally

• Invoicing – daily & weekly

• Generate and send invoices to customers for all billable services and goods
• Ensure correct tax treatment and coding based on jurisdiction and service nature
• Upload invoices to customer portals as required
• Reconcile billing backups with sales or project documentation

• Receipts & Allocation – daily

• Match incoming payments with customer invoices
• Post customer receipts into SAP
• Investigate and resolve unallocated payments or short payments
• Communicate with customers regarding payment discrepancies

• Credit Control – weekly

• Proactively follow up on overdue accounts via email and phone
• Send out customer statements and payment reminders
• Escalate chronic non-payments or disputes to the Finance Manager

• Reporting – daily & monthly

• Send daily A/R aging reports to management
• Prepare weekly cash collection forecast
• Assist with month-end reporting and customer account reconciliations

• Customer Onboarding – adhoc

• Set up new customer accounts in SAP
• Perform credit checks and risk assessments on new customers
• Ensure all contracts and terms are properly documented and filed

• Dispute Management – ongoing

• Log, track, and resolve invoice disputes
• Liaise with internal teams to resolve service delivery issues impacting receivables
• Maintain documentation for all escalations

• Reconciliation – monthly

• Reconcile customer accounts, identifying and clearing unmatched transactions
• Assist with external and internal audit requirements related to receivables

• Admin – adhoc

• Maintain updated customer contact lists
• Update internal trackers for billing and collections
• Support Finance Manager with ad hoc analysis and data requests

• Compliance – ongoing

• Ensure compliance with internal controls, policies, and regulatory requirements
• Maintain confidentiality of financial and client information at all times