Responsibilities
- Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and our CRM system
- Apply customer payments accurately to open invoices, resolving discrepancies and unapplied cash promptly
- Perform daily cash reconciliation and prepare bank deposit documentation
- Maintain organized records of all payment transactions with proper supporting documentation
- Identify and research payment discrepancies, short payments, and billing disputes
- Generate and distribute customer invoices accurately and on schedule, ensuring compliance with contract terms
- Set up and manage invoice approvals for DURA and Net 30 customers according to credit policies
- Review and verify purchase orders against invoices to ensure accuracy before processing
- Process credit memos, billing adjustments, and invoice corrections as needed
- Support month-end billing cycles and assist with revenue recognition activities
- Serve as primary point of contact for billing inquiries via phone, email, and shared accounting inboxes
- Respond promptly and professionally to questions regarding invoices, payment confirmations, account balances, and Stripe payment links
- Research and resolve billing discrepancies, posting errors, and customer concerns with a solution-oriented approach
- Process refund requests following established approval procedures
- Send professional payment reminders, collection letters, and account statements
- Negotiate payment arrangements and work with customers to resolve outstanding balances
- Post lockbox activity daily in CRM and Stripe; communicate remittance address updates to customers
- Maintain accurate filing systems for accounts receivable documentation (digital and physical)
- Assist with month-end close tasks including AR aging analysis, reconciliations, and journal entries
- Support audits by providing requested documentation and account detail
- Identify opportunities for process improvements and contribute to efficiency initiatives
- Assist in Digital Office initiative to move all physical paper and processes into digital storage
- Back up other accounting team members during peak periods or absences
Requirements
- 3-5 years of hands-on experience in an accounting support role with significant exposure to accounts receivable, invoicing, and payment processing
- Proven track record of accurately processing high volumes of financial transactions with minimal errors
- Strong understanding of AR aging, collections processes, and credit management principles
- Experience with payment processing systems (ACH, wire transfers, credit card processing platforms)
- Demonstrated ability to reconcile accounts, identify discrepancies, and resolve issues independently
- Solid grasp of basic accounting principles including debits/credits, revenue recognition, and the AR cycle
- Intermediate to advanced Microsoft Excel skills (VLOOKUP, pivot tables, formulas, data analysis)
- Experience with CRM platforms (Salesforce, or similar) and accounting software (QuickBooks, Sage, or comparable systems)
- Familiarity with payment processing platforms like Stripe, PayPal, or merchant services portals
- Ability to generate reports and extract data for analysis and decision-making
- Excellent written and verbal communication skills with the ability to interact professionally with customers, vendors, and internal stakeholders at all levels
- Proven customer service experience handling sensitive financial conversations and resolving disputes tactfully
- Strong phone presence and ability to manage difficult conversations while maintaining composure
- Clear, professional email communication with proper grammar, tone, and attention to detail
- Exceptional attention to detail and accuracy—you take pride in error-free work
- Highly organized with strong time management skills and ability to prioritize competing demands
- Self-starter who can work independently with minimal supervision while knowing when to ask questions
- Reliable and dependable—you show up on time and follow through on commitments
- Collaborative team player who contributes to a positive, supportive work environment
- Adaptable and resilient in a fast-paced environment with changing priorities
- Maintains confidentiality and exercises discretion when handling sensitive financial information
- Solution-oriented mindset with a commitment to continuous learning and professional growth
Nice to Have
- Bachelor's degree in Accounting, Finance, Business Administration, or related field
- Certifications in bookkeeping, accounts receivable, or credit management
