Accounts Receivable & Operations Specialist

Job Title: Accounts Receivable & Operations Specialist

Department: Accounting

Summary:

Accounts Receivable & Operations Specialist

We are seeking a highly organized and detail-oriented Accounting and Operations Specialist to manage a wide variety of financial, administrative, and operational tasks. This individual will be responsible for overseeing daily financial transactions, managing customer accounts, handling collections, and maintaining office operations. The ideal candidate will have experience with Sage 100, ACH deposits, credit card processing, and collections, along with excellent problem-solving and communication skills.

This position offers an excellent opportunity for a self-motivated, organized individual to contribute to the overall success of the company.

Key Responsibilities:

Web Orders & Payment Processing:

Manage merchant services for credit card processing and support.

Post ACH deposits.

Post customer credit card payments.

Customer Accounts & Collections:

Process remote deposit scans for customer checks.

Deposit customer checks and record transactions.

Oversee the posting and management of customer AR (Accounts Receivable) balances.

Perform collections by issuing statements and following up with customers on overdue accounts.

Assist customers in completing our required verification process for change in banking/payment information.

Invoicing & Sales Orders:

Handle AR invoicing, including uploading invoices to customer portals.

Manage invoicing for shipments.

Set up sales orders for shipping and invoicing.

Ensure the accurate and timely closing of sales orders.

Dun & Bradstreet (D&B) Analytics & CRM:

Promote new customers through D&B analytics.

Assist in setting up new customers in Sage ERP and promoting accounts in CRM.

Budgeting & Financial Reporting:

Assist in preparing budgets.

Participate in monthly financial closings to ensure accuracy and timely reporting.

Human Resources & Benefits Administration:

Assist with overall benefits Q&A. 

Assist with employee onboarding processes, specifically teaching use of HR employee portal, HSA website access, 401K website access and internal systems access.  

Office Administration:

Purchase and maintain office supplies. 

Oversee building contractor contacts and manage vendor communication. 

Additional Responsibilities:

As assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·     Strong understanding of ERP systems (Sage 100 preferred).

·     Experience with credit card processing, ACH deposits, and invoicing systems.

·     Proficient in Microsoft Office Suite (Excel, Word, Outlook).

·     Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

·     Knowledge of HR practices and familiarity with insurance policies is a plus. 

·     Excellent organizational and time management skills

·     Diligence and dependability

·     Strong oral and written communication skills

·     Professional demeanor

·      Customer service orientation

Education and Experience:

Requires education generally equivalent to a bachelor's degree in accounting or finance, two years general accounting experience, and previous supervisory experience.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Full-time, office-based position. 

Frequent interaction with vendors and employees across various departments. 

The employee works in an office environment where the noise level is quiet. 

Physical Demands:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.)

While performing the duties and responsibilities of this position, the employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl and reach above shoulders. The incumbent will regularly sit and move from place to place, and will frequently talk and listen and use hands to finger, handle or touch. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

During the performance of his/her duties, the incumbent will occasionally lift up to 25.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.