Accounts Receivable & Collections Specialist
About the role
Accounts Receivable Specialist
Location: Oakville, ON (On-site)
Department: Accounting & Administration
Reports To: Office Manager
Position Summary
The Accounts Receivable Specialist is responsible for the daily and accurate processing of client payments, account reconciliation, and follow-up on overdue invoices to maintain strong cash flow and accurate financial records. This is a high-volume B2B service environment, processing approximately 3,500 invoices per month.
Success in this role requires organization, accuracy, and consistent communication to ensure all payments are properly recorded, applied, and followed up on when overdue.
Key Responsibilities
- Payment Processing & Reconciliation
- Post and reconcile daily client payments received via credit card, EFT, and cheque in QuickBooks Desktop.
- Resolve unapplied payments, discrepancies, or duplicate entries in a timely manner.
- Monitor and follow up on declined transactions and returned payments.
- Support month-end payment reconciliation and provide updates on unapplied balances.
- Collections & Follow-Up
- Conduct daily follow-up calls on overdue accounts as needed.
- Confirm invoice receipt, resolve minor disputes, and secure payment commitments.
- Escalate chronic or complex accounts to the Office Manager for review.
- Maintain accurate and up-to-date notes on all client interactions.
- Reporting & Support
- Provide weekly summaries of payment activity and outstanding balances.
- Contribute to improving the company’s Days Sales Outstanding (DSO) through timely application and follow-up of payments.
- Collaborate with Customer Service and Accounting to resolve client account issues or payment delays.
- Accounts Payable (Limited Scope)
- Verify and process vendor invoices for payment, ensuring accuracy and proper authorization.
- Schedule and prepare vendor disbursements as required.
- Maintain organized financial records for accounts payable transactions.
Qualifications
- 3+ years of Accounts Receivable experience in a B2B service environment.
- Strong proficiency in QuickBooks Desktop and Microsoft Excel.
- Excellent attention to detail and accuracy in data entry and reconciliation.
- Professional, confident communication skills with a customer-service mindset.
- Ability to thrive in a fast-paced environment with minimal supervision.
Core Competencies
- Accuracy & Detail Orientation: Ensures all transactions are applied and reconciled correctly.
- Accountability: Meets daily processing goals and maintains consistent follow-up routines.
- Proactive Communication: Clarifies and resolves issues early to prevent payment delays.
- Focus & Efficiency: Maintains concentration during dedicated work blocks and minimizes distractions.
Why This Role Matters
This position is essential to maintaining the company’s financial accuracy and cash flow. By ensuring that all client payments are processed correctly, unapplied items are resolved promptly, and outstanding balances are followed up on consistently, the Accounts Receivable Specialist directly supports Blue-Pencil’s operational efficiency and continued growth.
About Blue-Pencil Business Services Inc.
Accounts Receivable & Collections Specialist
About the role
Accounts Receivable Specialist
Location: Oakville, ON (On-site)
Department: Accounting & Administration
Reports To: Office Manager
Position Summary
The Accounts Receivable Specialist is responsible for the daily and accurate processing of client payments, account reconciliation, and follow-up on overdue invoices to maintain strong cash flow and accurate financial records. This is a high-volume B2B service environment, processing approximately 3,500 invoices per month.
Success in this role requires organization, accuracy, and consistent communication to ensure all payments are properly recorded, applied, and followed up on when overdue.
Key Responsibilities
- Payment Processing & Reconciliation
- Post and reconcile daily client payments received via credit card, EFT, and cheque in QuickBooks Desktop.
- Resolve unapplied payments, discrepancies, or duplicate entries in a timely manner.
- Monitor and follow up on declined transactions and returned payments.
- Support month-end payment reconciliation and provide updates on unapplied balances.
- Collections & Follow-Up
- Conduct daily follow-up calls on overdue accounts as needed.
- Confirm invoice receipt, resolve minor disputes, and secure payment commitments.
- Escalate chronic or complex accounts to the Office Manager for review.
- Maintain accurate and up-to-date notes on all client interactions.
- Reporting & Support
- Provide weekly summaries of payment activity and outstanding balances.
- Contribute to improving the company’s Days Sales Outstanding (DSO) through timely application and follow-up of payments.
- Collaborate with Customer Service and Accounting to resolve client account issues or payment delays.
- Accounts Payable (Limited Scope)
- Verify and process vendor invoices for payment, ensuring accuracy and proper authorization.
- Schedule and prepare vendor disbursements as required.
- Maintain organized financial records for accounts payable transactions.
Qualifications
- 3+ years of Accounts Receivable experience in a B2B service environment.
- Strong proficiency in QuickBooks Desktop and Microsoft Excel.
- Excellent attention to detail and accuracy in data entry and reconciliation.
- Professional, confident communication skills with a customer-service mindset.
- Ability to thrive in a fast-paced environment with minimal supervision.
Core Competencies
- Accuracy & Detail Orientation: Ensures all transactions are applied and reconciled correctly.
- Accountability: Meets daily processing goals and maintains consistent follow-up routines.
- Proactive Communication: Clarifies and resolves issues early to prevent payment delays.
- Focus & Efficiency: Maintains concentration during dedicated work blocks and minimizes distractions.
Why This Role Matters
This position is essential to maintaining the company’s financial accuracy and cash flow. By ensuring that all client payments are processed correctly, unapplied items are resolved promptly, and outstanding balances are followed up on consistently, the Accounts Receivable Specialist directly supports Blue-Pencil’s operational efficiency and continued growth.