Accounts Receivable Specialist

Description

The Accounts Receivable Specialist is responsible for managing the full lifecycle of customer receivables for a distribution-focused business. The role includes B2B collections, billing and invoicing, cash application, and account reconciliation. The specialist will work closely with sales, operations, and customer service teams to ensure accurate billing, timely collections, and strong customer relationships. This position requires daily use of Microsoft Dynamics 365 for financial transactions, reporting, and account maintenance.

Key Responsibilities

Billing & Invoicing

+ Prepare, review, and issue customer invoices in Microsoft Dynamics 365 based on shipment data, purchase orders, and contract terms.

+ Validate pricing, quantities, freight charges, and tax calculations prior to invoice release.

+ Maintain accurate billing schedules for recurring or contract-based customers.

+ Resolve billing discrepancies by coordinating with sales, logistics, and warehouse teams.

+ Ensure all invoices comply with company policies and customer requirements (EDI, portals, special formats, etc.).

B2B Collections

+ Manage a portfolio of business accounts and perform proactive outreach to ensure timely payment.

+ Conduct collection calls, send follow-up communications, and negotiate payment arrangements when necessary.

+ Monitor aging reports and escalate delinquent accounts according to company policy.

+ Document all collection activities and customer communications in Microsoft Dynamics 365.

+ Collaborate with internal teams to resolve disputes, short-pays, and chargebacks.

Cash Application & Account Maintenance

+ Apply customer payments (ACH, wire, check, credit card) accurately and promptly in Microsoft Dynamics 365.

+ Reconcile customer accounts, research unapplied cash, and resolve discrepancies.

+ Maintain clean and accurate AR sub-ledgers and support month-end closing activities.

+ Prepare AR reports, aging summaries, and collection status updates for management.

Cross-Functional Collaboration

+ Partner with sales and customer service to address customer concerns impacting payment.

+ Support credit review processes by providing payment history and account insights.

+ Assist with audits, internal controls, and process improvement initiatives.

Requirements

+ 2-5 years of experience in Accounts Receivable, B2B collections, or billing, preferably in a distribution, wholesale, or manufacturing environment.

+ Proficiency with Microsoft Dynamics 365 Finance & Operations (required).

+ Strong understanding of AR processes, cash application, and reconciliation.

+ Excellent communication skills with the ability to interact professionally with customers and internal teams.

+ High attention to detail, accuracy, and organizational skills.

+ Ability to manage multiple priorities in a fast-paced environment.

+ Proficiency in Excel (VLOOKUP, pivot tables, basic formulas).

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