What are the responsibilities and job description for the Accounts Receivable Specialist position at MCCNO?
MAJOR ACCOUNTABILITIES include the following. Other duties may be assigned.
Revenue Processing
Prepare service orders to record daily sales, deposits, house account sales, and commissions from revenue-generating operations.
- Review invoices to be posted, ensuring payment plans adhere to payment terms and remain accurate and current.
- Verify details received from internal partners before posting to client accounts.
- Balance daily transactions and reports associated with revenue operations.
- Compile monthly reimbursable expenses, fuel, and lease rental billings.
- Maintain physical and electronic internal file documents for financial transactions.
Event Revenue Billing & Reconciliation
Process all event related revenue to ensure revenue is reported timely by month end close.
- Process final show management invoices.
- Verify and reconcile payments for orders received from MCCNO-owned event registrations, booth sales, sponsorships, and other event revenue streams.
- Compile and maintain all supporting documentation for orders, invoices, refunds, and payments, ensuring invoices are complete, accurate, and documents scanned to electronic files.
- Generate and distribute invoices via email, respond to inquiries, and resolve billing discrepancies and payment issues.
- Perform closing routines for exhibitor revenue at event closure, ensuring all transaction cycles are balanced.
- Communicate with exhibitors and show management regarding outstanding balances, payment collection, and dispute resolution.
- Collaborate with Sales and Events teams to resolve event-specific billing discrepancies, adjustments, and payment issues.
Accounts Receivable
Monitor and review AR aging reports weekly, communicating due dates and overdue balances.
- Post invoices monthly per contract due dates.
- Issue invoices, provide W-9s, and complete new vendor forms for clients.
- Follow up with clients on past-due accounts by issuing 30, 60, 90, and 120-day notifications.
- Report delinquent accounts to management and escalate collection efforts as needed.
Payment Processing & Reconciliation
- Research, process, and apply payments from credit cards, checks/wires, and cash.
- Post and reconcile daily credit card, check/wire, and cash payments to bank statements and settlement reports.
- Ensure payments are properly allocated for all relevant revenue streams, including third-party billings and non-event revenue.
- Maintain general ledger files related to payments and scan documents to electronic files.
Billing Resolution
- Research and resolve customer disputes related to invoices and payments.
- Obtain management approval for credits/adjustments, if necessary.
- Issue credits to revenue accounts as approved and communicate invoice adjustments to customers.
- Research and resolve all credit card chargebacks, ensuring they are disputed correctly when applicable.
- Maintain records of correspondence with credit card processors regarding chargebacks and credit documents.
- Exercise discretion and sound judgment when working with clients to resolve billing and payment issues.
Compliance & Month-End Reconciliation
- Assist with month-end closing processes, ensuring revenue transactions are accurate and reconciled.
- Ensure compliance with internal financial policies when processing invoices, payments, and adjustments.
- Support internal audits by maintaining accurate, organized, and complete records.
