JOB SUMMARY

Reporting to the Finance Manager, the Accounts Receivable Clerk is responsible for managing the invoicing, payment processing, and reconciliation of customer accounts. This role ensures accurate record-keeping, maintains strong customer relationships through effective communication, and supports financial reporting and compliance.

The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to work collaboratively with internal teams and external customers to ensure timely and accurate financial transactions.

DUTIES & RESPONSIBILITIES

Invoice Preparation:

• Generate and send accurate invoices to customers based on orders, contracts, or services rendered.

• Ensure all invoices are processed and submitted on time.

• Create and maintain a log of all invoices for tracking and audit purposes.

Payment Processing:

• Receive and record customer payments, including checks, credit card payments, bank transfers, and other methods.

• Reconcile payments with customer accounts and ensure they are accurately recorded in the accounting system.

• Post all deposits into the system promptly and accurately.

Account Management:

• Monitor aging reports to track outstanding customer balances and follow up on overdue invoices.

• Maintain and update customer payment records and assist in resolving any billing discrepancies.

• Ensure the timely resolution of payment issues in coordination with customers.

Customer Communication:

• Respond to customer inquiries related to invoices, payments, and account balances.

• Assist customers in understanding their accounts and ensure timely payment.

• Maintain regular follow-up on all customer communications regarding outstanding invoices.

Reconciliation:

• Regularly reconcile accounts receivable ledger to ensure accuracy and resolve any discrepancies.

• Ensure all payments are properly posted, and balances are correct.

• Pull and reconcile AR aging reports weekly to monitor customer balances and identify potential issues.

Reporting:

• Prepare and generate regular reports on accounts receivable status, including aging reports, and provide insights to management.

• Monitor and analyze trends in customer payment behavior and report potential issues to management.

• Provide monthly AR accrual communications to ensure up-to-date financial tracking.

Documentation & Filing:

• Maintain organized records of accounts receivable transactions and related documents.

• Ensure compliance with company policies and accounting standards.

• Maintain an organized AR inbox for easy tracking and resolution of customer inquiries and issues.

Collaboration:

• Work closely with the finance and sales teams to ensure accurate customer records and resolve any payment issues.

• Provide necessary documentation for audits and financial reviews.

• Collaborate with other departments to support month-end and year-end closing procedures.

Other Duties:

• Assist with month-end and year-end closing procedures, ensuring all tasks are completed by work day 6.

• Perform other administrative tasks related to accounts receivable and finance as needed.

SPECIFIC KNOWLEDGE, SKILLS, & ABILITIES

• Strong knowledge of accounts receivable processes and accounting principles.

• Proficiency in accounting software and tools (ie: QuickBooks, Microsoft Excel).

• Excellent communication and customer service skills, with the ability to manage sensitive situations effectively.

• Ability to perform complex reconciliations and identify discrepancies.

• Strong attention to detail and organizational skills.

• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

• Analytical skills to interpret financial data and provide actionable insights.

• Problem-solving skills for resolving billing discrepancies and payment issues.

EDUCATION, TRAINING, & EXPERIENCE

• High school diploma or equivalent required; an associate degree in accounting, finance, or a related field is preferred.

• Minimum of 2-3 years of experience in accounts receivable, finance, or a related administrative role.

• Experience working with Microsoft 365/Dynamics accounting software an asset.

• Knowledge of accounting standards and best practices.