Accounts Receivable Specialist

Job DescriptionJob Description Summary:

The AR Specialist is responsible for accurately applying and reconciling customer payments, investigating payment discrepancies, and resolving unapplied or incorrect invoice transactions. This role analyzes root causes of billing or processing issues, collaborates with internal teams to correct errors, communicates with customers regarding delinquencies or disputed amounts, and prepares detailed AR and discrepancy reports. The position also supports month-end closing activities and contributes to ongoing process improvements to enhance AR efficiency and reduce unposted payments.

Responsibilities:

Reconciles and applies Cash Receipts daily from checks, wire transfer and EFT, balances receipts to backup. Applies payments to customer accounts and creates deduction in SAP to accommodate customer deductions. Post to suspense AR when you an unmatched overpayment is identified. Continuously investigate discrepancies in customer payments-such as overpayments, prepayments, duplicate payments posted to Suspense AR, underpayments processed as deductions, and unpaid amounts. Analyze unapplied or unposted invoices, investigate omissions in creating return credits, debit memos, and credit memos, and investigate root causes such as errors in the invoice processing workflow or incorrect invoice issuance. Based on investigation results, collaboration with internal teams (Customer Service, Shipping, Broker, RSM) as needed to correct errors in the invoice processing workflow and ensure timely revenue recognition. When customer delinquencies are identified, contact customers to clarify payment issues, provide information they requested and resolve disputes. Download data from SAP and use Excel to create reports on discrepancies, open accounts receivable reports, suspense AR reports, and other documents, reporting them to the Supervisor. Continuously identify process improvement measures to enhance accounts receivable processing efficiency and reduce unpasted payments. Any other duties as assigned by managers or supervisors

Qualifications and Requirements:

5+ years of accounts receivable experience, preferably in a corporate or professional services environment. Proficiency in ERP/accounting systems (e.g., NetSuite, SAP, Oracle, QuickBooks) and Microsoft Excel (VLOOKUP, PivotTables). Strong analytical and problem-solving skills.

Preferred:

Experience with complex customer account reconciliations and dispute resolution. Knowledge of GMP accounting principles. Prior experience in collections or customer-facing AR roles.