Invoicing & Accounts Receivable Specialist Department:

Operations /

Finance Reports To:

General Manager Employment Type:

Full-Time Location:

3975 Industrial Way Ste D, Concord, CA 94520. This role will initially be onsite, with hybrid flexibility open for discussion after the transition period.

Salary Range:

$62,000-$70,000 annually, depending on experience and qualifications About Us For over 50 years, D&D Learning Spaces has partnered with K-16 schools to create learning environments that are functional, engaging, and built around the needs of students and educators. From space planning and product sourcing to project management and installation, our team works together to help schools bring their learning spaces to life. We are a collaborative, customer-focused team that values quality, attention to detail, accountability, and following through on our commitments. We are looking for an experienced and detail-oriented Invoicing & Accounts Receivable Specialist to join our team and help bring greater consistency, accuracy, and structure to our invoicing and accounts receivable processes. Position Summary The Invoicing & Accounts Receivable Specialist is responsible for managing D&D Learning Spaces' customer invoicing and accounts receivable activities, ensuring invoices are accurate, payments are followed up on consistently, and billing issues are investigated and resolved in a timely manner. This role requires someone who is comfortable working with financial information, digging into discrepancies, and communicating professionally with both customers and internal stakeholders. The ideal candidate doesn't simply process what is in front of them, they ask questions, identify inconsistencies, prioritize what needs attention, and follow issues through to resolution. This position will initially focus on invoicing and accounts receivable, with the opportunity to take on broader operational and financial responsibilities over time based on performance, business needs, and organizational growth. Key Responsibilities Customer Invoicing Prepare, review, and issue accurate customer invoices in QuickBooks. Review invoice information and supporting documentation to ensure accuracy and completeness before invoices are sent. Confirm that applicable changes, adjustments, credits, and other updates are accurately reflected in customer invoices. Coordinate with internal teams to verify billable items, project details, changes, and other information needed to complete invoicing. Identify missing or inconsistent information and follow up with the appropriate team members before processing invoices. Send invoices and applicable supporting documentation to the appropriate customer Accounts Payable contacts. Maintain accurate and organized records of issued invoices and supporting documentation. Respond to customer questions regarding invoices and coordinate internally to resolve billing discrepancies. Support timely invoicing and follow up on completed work that has not yet been billed. Accounts Receivable Run and regularly review Accounts Receivable Aging reports to identify outstanding and past-due balances. Proactively contact customer Accounts Payable departments regarding outstanding invoices and payment status. Maintain professional and persistent follow-up with customers until payment status or next steps are confirmed. Prioritize collection efforts based on factors such as invoice age, dollar amount, customer circumstances, and business impact. Maintain clear and accurate documentation of customer communication, collection activity, payment commitments, and follow-up requirements. Investigate discrepancies involving invoices, customer payments, credits, and outstanding balances. Coordinate with internal stakeholders to resolve billing and payment issues. Escalate significant or unresolved AR issues appropriately and communicate recommended next steps. Provide regular updates regarding outstanding receivables, collection activity, and issues requiring attention. Accounting & Reconciliation Support Apply bookkeeping and accounting principles when reviewing invoices, payments, credits, account activity, and discrepancies. Understand and monitor inventory activity in QuickBooks as it relates to invoicing, including how inventory transactions impact customer invoices, cost of goods, and related accounting records. Identify and investigate inventory-related discrepancies that may impact invoicing or financial accuracy. Review financial information for accuracy and investigate discrepancies when information does not reconcile or appear correct. Assist with basic reconciliation and reporting related to invoicing and accounts receivable. Work closely with internal accounting/bookkeeping resources to ensure accurate financial records. Support month-end or other periodic invoicing and AR activities as needed. Assist with special projects related to invoicing, accounts receivable, accounting processes, or financial reporting as assigned. Internal Collaboration & Communication Work closely with other accounting and operational team members to learn D&D's invoicing and AR processes and maintain alignment on priorities. Communicate regularly with internal stakeholders regarding invoice status, outstanding balances, discrepancies, and items requiring action. Work effectively with employees and leaders across different levels and functions of the organization. Clearly communicate issues and recommendations and ask appropriate questions when information is incomplete or unclear. Know when to independently move an issue forward and when additional input or escalation is needed. Maintain professionalism in written, verbal, and customer-facing communication. Process, Accuracy & Continuous Improvement Maintain a high standard of accuracy and completeness across invoicing and AR activities. Proactively identify inconsistencies, missing information, or potential errors rather than relying solely on the first answer or information provided. Take ownership of assigned responsibilities and consistently follow open items through to resolution. Help establish and maintain organized, consistent invoicing and accounts receivable processes. Identify opportunities to improve efficiency, accuracy, documentation, and workflow. Demonstrate sound judgment when prioritizing competing invoices, customer balances, and other responsibilities. Remain flexible and responsive as priorities and business needs change. Participate in special projects and other related responsibilities as needed. Qualifications Required 3+ years of accounts receivable, invoicing, bookkeeping, or related accounting experience, with strong hands-on QuickBooks experience Experience with inventory controls in QuickBooks and a clear understanding of how inventory activity relates to invoicing and accounting transactions Previous experience managing or supporting accounts receivable and customer invoicing. Strong understanding of bookkeeping and accounting principles. Experience reviewing AR aging reports, invoices, payments, and related financial information. Strong proficiency with Microsoft Office / Microsoft 365, particularly Excel and Outlook. Strong attention to detail with a high standard for accuracy and completeness. Ability to identify and investigate discrepancies rather than simply process information as provided. Strong organizational and prioritization skills with the ability to manage multiple outstanding items and deadlines. Professional and persistent approach to customer collections and follow-up. Strong written and verbal communication skills. Ability to communicate confidently with customers and employees at varying levels of an organization. Self-motivated and proactive, with the judgment to know when to work independently and when to seek additional guidance. Flexible, team-oriented, and comfortable working in a small-company environment where priorities may change. Preferred Experience within the furniture, education, or construction industries. Experience in a project-based or order-driven environment where customer invoices are associated with specific projects, products, or line items. Experience working in a small or mid-sized organization with cross-functional responsibilities. Experience supporting accounting or finance process improvements. What We're Looking For The right person for this position is detail-oriented, curious, proactive, and persistent. You enjoy investigating issues and aren't afraid to ask additional questions when something doesn't add up. You are comfortable following up with customers about money while maintaining a professional and respectful approach. D&D has a collaborative and approachable culture, but professionalism and accountability are important. You should be comfortable working independently while remaining engaged with the team, receiving direct feedback, and continuously looking for ways to improve your work and the processes around you. Growth Opportunity This role will initially focus on developing strong ownership of D&D's invoicing and accounts receivable functions, including understanding the relationship between invoicing and inventory activity. As the individual becomes proficient in these areas, there may be opportunities to expand into broader operational, accounting, order management, inventory, and procurement responsibilities based on performance, interests, and evolving business needs. Compensation & Benefits Medical, Dental & Vision Insurance 401(k): Company-sponsored 401(k) plan with employer matching.

Vacation:

Two weeks of vacation to start, with accrual beginning immediately and additional vacation available based on tenure.

Sick Leave:

40 hours of sick leave annually.

Pay:

$62,000.00 - $72,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid sick time Paid time off Application Question(s): How many years of professional experience do you have in accounts receivable, invoicing, bookkeeping, or a related accounting function? Do you have hands-on experience managing or supporting both customer invoicing and accounts receivable, including reviewing aging reports and following up on past-due balances? Do you have experience using inventory controls in QuickBooks and understand how inventory transactions relate to invoicing and accounting records? Do you have experience identifying and investigating discrepancies involving invoices, payments, credits, inventory, or customer account balances

Experience:

QuickBooks:

3 years (Required) Ability to

Commute:

Concord, CA 94520 (Required)

Work Location:

In person