Accounts Receivable; Invoicing & Collections Specialist

Accounts Receivable & Billing Specialist

This role is responsible for overseeing the end-to-end accounts receivable function, with a strong focus on accurate billing, payment tracking, and proactive customer follow-up. The ideal candidate is detail-oriented, comfortable collaborating across teams, and persistent in driving timely cash collection while maintaining positive customer relationships.

Key Responsibilities

• Monitor accounts receivable activity by reviewing aging reports and identifying balances that exceed established payment terms.
• Review project and order details within Khameleon to confirm billing accuracy and completeness.
• Prepare, distribute, and reissue invoices as needed, ensuring customers have all required documentation to process payment.
• Partner closely with sales teams and customer contacts to resolve billing questions and remove payment obstacles.
• Lead collection efforts by contacting customers, sales representatives, and designated contacts to obtain payment status, following up consistently through email, phone, and other communication methods.
• Develop and maintain a structured follow-up schedule, escalating unresolved items when appropriate.
• Coordinate order release activities by verifying proper order entry, required documentation, and receipt of deposits when applicable.
• Investigate and resolve payment discrepancies, including short payments, over payments, tax exemptions, early-pay discounts, and other variances; perform research and calculations to correct billing records.
• Troubleshoot and resolve cash application and payment posting issues.
• Process warranty-related invoicing, including uploading Haworth warranties through the Haworth SRM portal and managing manufacturer warranties for third-party vendors.
• Maintain thorough and accurate notes within the accounting system documenting all customer communications and collection efforts.
• Assist with the setup, maintenance, and review of customer payment portals.
• Serve as backup support for cash receipt processing and posting.
• Perform additional duties as assigned, as responsibilities may evolve based on business needs.

Qualifications

• 5–7 years of experience in accounts receivable, invoicing, or collections.
• College degree or technical certification preferred; equivalent education and relevant experience considered.
• Strong written and verbal communication skills, with the ability to interact professionally with customers and internal teams.
• Solid mathematical skills, including the ability to calculate discounts, interest, and apply basic accounting concepts such as debits and credits.
• Proficiency in Microsoft Excel, Word, and Outlook, along with strong data entry and PDF creation/editing skills.
• Experience with Khameleon software is a plus.

What We Offer

• Competitive compensation and benefits
• A collaborative work environment within an exceptional showroom setting