Accounts Receivable Specialist

Job Summary:

Eximia Research, a leading Site Management Organization (SMO) specializing in clinical trials, is seeking a highly meticulous and motivated Accounts Receivable Specialist to join our finance team. The ideal candidate will have a strong understanding of accounts receivable functions within the clinical research industry, excellent organizational skills, and the ability to thrive in a challenging environment. In this role, you will be responsible for managing the billing and collections process for our clinical trial sites, ensuring timely payments from sponsors, and contributing to the financial success of Eximia Research.

Key Responsibilities:

Invoice Management:

• Prepare, review, and send invoices to clients, sponsors, and other stakeholders based on contractual agreements related to clinical trial activities.
• Ensure accurate billing for services provided at clinical trial sites, including patient visits, investigator fees, and reimbursement for trial-related expenses.
• Collaborate closely with clinical operations teams and project managers to gather data required for invoicing.

Collections and Payment Tracking:

• Monitor accounts receivable aging reports and actively follow up with sponsors, CROs (Contract Research Organizations), and other clients on overdue payments.
• Communicate professionally with clients/sponsors to resolve payment discrepancies or issues.
• Document all communication related to collections and follow-up activities.
• Reconcile accounts receivable discrepancies and provide timely resolutions.

Reporting and Record Keeping:

• Prepare and maintain detailed accounts receivable reports for management review, ensuring accuracy and timely updates.
• Assist in monthly, quarterly, and annual financial reporting, as required by Eximia Research’s finance team.
• Track and report on outstanding receivables, payment schedules, and assist in cash flow projections.
• Maintain accurate records of payments, receipts, and account reconciliations.

Compliance and Documentation:

• Ensure compliance with internal policies, sponsor agreements, and industry regulations (e.g., FDA, ICH, GCP).
• Assist with audits by providing necessary documentation and explanations for accounts receivable transactions, especially related to site payments and clinical trials.
• Stay current with billing and collection regulations specific to clinical research and SMOs.

Collaboration and Communication:

• Work with site management teams, project managers, and other departments to understand billing requirements and resolve issues.
• Build and maintain strong relationships with clients, sponsors, and internal departments to ensure timely payments and efficient processes.
• Collaborate with the legal and compliance teams to address any contract-related issues or concerns.

Problem Resolution:

• Investigate and resolve billing discrepancies, payment disputes, and other challenges efficiently and professionally.
• Work with internal stakeholders to ensure accurate billing in line with contract terms.

Qualifications:

Education:

Bachelor’s degree in accounting, Finance, or a related field (or equivalent work experience).

Experience:

• Minimum of 2-3 years of experience in accounts receivable, preferably in a clinical research, Site Management Organization (SMO), or healthcare environment.
• Experience with clinical trial billing, sponsor contracts, and clinical research reimbursement processes is a plus.

Skills:

• Strong understanding of accounts receivable functions, billing procedures, and contract management.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software (e.g., QuickBooks, NetSuite).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Elevated level of diligence and accuracy.

Preferred Qualifications:

• Familiarity with clinical research terminology, site management processes, and industry-specific regulations (e.g., ICH, GCP).
• Experience with contract management systems and research-specific financial tools.
• Knowledge of clinical trial payment models and sponsor invoicing.

Key Attributes:

• Strong problem-solving and critical-thinking abilities.
• Ability to work independently and as part of a team.
• Customer service-oriented with the ability to handle sensitive financial matters professionally.
• Collaborative mindset and ability to foster strong relationships with both internal teams and external clients.