Accounts Receivable & Collections Specialist in Dr, Utah at HBIH Holdings, LLC

SUMMARY

The Accounts Receivable & Collections Specialist is responsible for managing the organization's accounts receivable portfolio with a primary focus on collecting outstanding customer balances and reducing delinquent accounts. This position performs day-to-day accounts receivable processing, payment application, invoice reconciliation, account maintenance, reporting, and customer service while ensuring accurate financial records and compliance with company policies. Success in this role requires strong attention to detail, excellent communication skills, and the ability to professionally manage collection activities while maintaining positive customer relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Collections (Primary Responsibility)

• Manage the full accounts receivable collection process for assigned customer accounts.
• Monitor aging reports and proactively contact customers regarding past-due balances.
• Conduct collection calls and email correspondence in a professional and timely manner.
• Negotiate payment arrangements within established company guidelines.
• Research and resolve customer payment disputes to facilitate prompt payment.
• Follow established collection procedures to reduce delinquent accounts and improve cash flow.
• Maintain detailed documentation of collection activities and customer communications.
• Escalate delinquent accounts to management when appropriate.
• Work collaboratively with Sales, Customer Service, and Operations to resolve billing issues affecting collections.
• Monitor customer payment trends and identify accounts requiring additional attention.
• Other duties may be assigned:

Accounts Receivable

• Receive, process, verify, and reconcile customer invoices.
• Accurately enter and process billing information into the accounting system.
• Verify accounting entries and reconcile system reports to account balances.
• Process customer payments, including cash, checks, ACH, wire transfers, and credit card transactions.
• Post client payments accurately and timely.
• Prepare and process credit memos and ensure outstanding balances are updated accordingly.
• Reconcile customer accounts and investigate discrepancies.
• Verify vendor and customer account information as needed.
• Reconcile monthly statements and related account transactions.
• Prepare and maintain accounts receivable reports, ageing reports, billing reports, and other financial reports.
• Maintain accurate historical records of invoices, receipts, payment documentation, reports, and other accounting records by properly saving documentation in designated electronic filing systems.
• Maintain accurate and current customer account records within the accounting system.
• Resubmit invoices to overdue accounts, as necessary.
• Monitor accounts receivable to ensure timely payment and follow-up.

Financial Administration

• Complete payment processing activities accurately and within established timelines.
• Assist in controlling expenses through accurate invoice processing and account reconciliation.
• Verify the accuracy and completeness of financial transactions.
• Ensure compliance with company accounting policies and internal controls.
• Assist with month-end closing activities related to accounts receivable.
• Provide support during internal and external audits as requested.

Customer Service

• Respond promptly to customer inquiries regarding invoices, payments, account balances, and billing issues.
• Build positive working relationships with customers while maintaining consistent collection efforts.
• Communicate professionally with internal departments regarding account status and payment issues.

EDUCATION and /or EXPERIENCE

• High school diploma or GED required. Associate’s degree in accounting, Finance, Business Administration, or related field preferred.
• Minimum of 2–4 years of accounts receivable and commercial collections experience required. Experience with business-to-business (B2B) collections is strongly preferred.
• Experience using ERP or accounting software preferred. Experience required with Microsoft Excel and Microsoft Office.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to use hands to finger, handle or feel, and reach with hands and arms. The employee must frequently sit at a desk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment is in an office setting, with no outdoor exposure during the workday. While performing the duties of this job, the employee is required to sit or stand at a desk for the entire day. The noise level in this work environment may range from quiet to moderate.