Job Summary


The Accounting Specialist has a vital role within the accounting department, responsible for managing the flow of customer payments, ensuring accurate financial records and providing administrative support to the VP of Finance. In this position, you will play a key part in maintaining the company's cash flow and overall financial health. You'll work closely with various departments, including sales and operations, to maintain accurate records and efficiently collect payments for our services.


Ideal Candidate:


The ideal candidate for the Accounting Specialist position is a proactive and detail-oriented individual with a strong customer focus. They possess a foundational understanding of key accounting processes, including monthly close procedures, maintaining a WIP schedule, and general ledger journal entries, and are comfortable managing the full cycle of collections, contributing to the overall financial health of the company and enhancing the accounts receivable processes. This candidate will demonstrate exceptional organizational skills, enabling them to efficiently monitor and track outstanding invoices while maintaining positive relationships with customers.


Role and Responsibilities


1. Invoice Management


• Partner with other departments such as operations and sales to monitor and track outstanding invoices and follow up on overdue accounts.


• Follow up with coordinators managing invoicing to confirm any outstanding billings reflect the services provided or products delivered accurately.


• Maintain records of all invoices sent and monitor outstanding balances.


2. Payment Collection


• Initiate and implement collection procedures for past-due accounts while adhering to company policies and maintaining positive customer relationships.


• Oversee the collection of payments from customers, ensuring timely receipt and follow-up on outstanding invoices, sending outstanding balances to collections if necessary.


• Process and deposit payments received via checks, credit cards, and electronic transfers.


• Record and reconcile customer payments in the accounting system.


3. Customer Account Maintenance


• Maintain accurate and up-to-date records of customer accounts, including payment history and outstanding balances.


• Update customer information as necessary and ensure all account details are current.


• Provide monthly statements to customers to ensure timely payments.


4. Issue Resolution


• Provide excellent customer service by addressing inquiries and resolving billing issues promptly and courteously.


• Address and resolve discrepancies or disputes related to invoices or payments.


• Collaborate with internal departments to investigate and correct errors.


5. Reporting & Analysis


• Prepare regular reports on accounts receivable status, including month end reports, aging reports and collection progress.


• Provide insights and recommendations for improving accounts receivable processes.


• Assist in recording month end accounting entries.


• Assist with Work In Progress (WIP) schedule.


• Assist in preparing financial statements.


6. Compliance and Best Practices


• Ensure all accounts receivable activities comply with company policies and relevant regulations.


• Stay updated on industry best practices and implement improvements to the accounts receivable process.


• Assist with audits by providing necessary documentation and explanations.


• Worker Compensation - Work closely with Operations team to ensure accurate submittal of Accident/Incident reporting.


• Proactively escalate any critical issues to VP of Finance to en