Accounts Receivable Manager in Brunswick, Maine at STARC Systems Inc

STARC Systems is seeking a motivated, detail-oriented Accounts Receivable Manager to join our Finance team and own the Company's order-to-cash process. This role is responsible for customer invoicing, collections, cash application, customer account maintenance, reporting, month-end close support, and continuous improvement of Accounts Receivable operations in a fast-paced manufacturing environment. Based on the current draft, the role reports to the Controller and owns key AR processes that support cash flow, customer account accuracy, and financial controls.

This position serves as the subject matter expert for Accounts Receivable activities and provides functional leadership across the order-to-cash process. While the role does not have direct people-management responsibilities, it acts as the primary escalation point for complex collection matters, customer account issues, payment disputes, credit concerns, and AR-related process improvements. The role partners closely with Sales, Customer Service, Operations, Shipping, and Finance to drive timely collections, resolve issues, improve processes, and support business objectives.

Success in this role means invoices are accurate, cash is applied timely, collections follow-up is disciplined, customer issues are resolved professionally, and Finance leadership has clear visibility into aging, cash flow, collection priorities, and customer payment trends. The ideal candidate is proactive, organized, accountable, and able to operate independently while driving continuous improvement across the Accounts Receivable function.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Accounts Receivable Operations

• Prepare and process customer invoices using sales orders, shipping documentation, pricing terms, tax requirements, and customer-specific billing instructions.
• Review sales and shipment documentation to ensure accurate and timely invoicing.
• Process invoice corrections, credit memos, account adjustments, and customer statements in compliance with company policies.
• Maintain customer account records, including billing contacts, payment terms, credit limits, tax exemption certificates, and invoicing requirements.
• Reconcile customer accounts and resolve billing discrepancies, short payments, and unapplied or misapplied cash.
• Support customer credit reviews, credit limit monitoring, and payment term administration.

Collections, Customer Account Management & Cash Application

• Monitor accounts receivable aging and perform collection activities on past-due accounts to deliver timely cash collections.
• Maintain accurate collection records, including payment commitments, customer communications, and follow-up actions.
• Resolve customer payment issues, billing inquiries, disputes, and account discrepancies through professional communication and collaboration.
• Partner with Sales, Customer Service, Operations, Shipping, and Finance teams to address invoice and payment-related issues.
• Escalate collection risks, unresolved disputes, delinquent accounts, and credit hold recommendations as appropriate.
• Apply customer payments accurately and timely, including ACH, wire transfers, checks, credit cards, and other payment methods.
• Process and record cash receipts within the ERP system and perform cash application and reconciliation activities.
• Research and resolve unapplied cash, short payments, overpayments, remittance discrepancies, and other payment exceptions.
• Process customer credit card payments and maintain supporting documentation for cash receipt transactions.
• Deliver high-quality customer service while supporting cash flow objectives, financial controls, and collection performance goals.

Reporting and Analysis

• Prepare AR aging reports, collection status updates, and notes on key past-due accounts for Finance review.
• Monitoring of AR metrics, including Days Sales Outstanding, collection effectiveness, aging trends, and customer payment behavior.
• Provide ad hoc analysis related to customer balances, payment history, disputed invoices, and cash flow support.
• Identify recurring billing, collection, or payment issues and recommend practical process improvements.
• Support Finance leadership with AR reporting and analysis that improves visibility and decision-making.

Month-End Close Support

• Support month-end close activities related to AR aging, cash application, revenue cut-off, customer balances, and related reconciliations.
• Reconcile AR aging activity to the General Ledger and prepare supporting documentation for review.
• Assist with AR-related revenue reconciliations, routine journal entry support, accrual support, and audit documentation requests.
• Analyze review of customer deposits, credit memos, unapplied cash, and other AR-related balance sheet activity.
• Maintain organized support for internal and external audit requests.

Internal Controls and Compliance

• Maintain complete and accurate documentation for invoices, payments, credit memos, customer communications, and account reconciliations.
• Follow established controls for customer master maintenance, payment verification, credit limits, billing changes, and cash application.
• Support segregation of duties and escalate unusual activity, payment concerns, suspected fraud attempts, or control gaps promptly.
• Ensure AR activities are performed in accordance with company policies, approval requirements, and audit-ready documentation standards.
• Ensure adequate sales tax documentation, exemption certificate follow-up, and Avalara-related activity as assigned.

Systems and Process Improvement

• Navigate Acumatica or the applicable ERP system to process transactions, extract data, investigate variances, and provide routine and ad hoc reporting and analysis.
• Use Excel and reporting tools to analyze AR data, reconcile accounts, and monitor collection activity.
• Lead projects involving accounts receivable and order-to-cash processes, partnering with cross-functional teams to drive implementation. Identify opportunities to streamline AR workflows, improve reporting, strengthen documentation, and reduce manual effort
• Support process documentation, standard operating procedures, and continuous improvement initiatives within the order-to-cash process.
• Supports and models STARC Systems values and mission.
• Other duties as assigned, relevant to the role and in support of the needs of the company.

• Bachelor’s degree in Accounting, Finance, Business, or related field, or equivalent experience.
• 6-7+ years of Accounts Receivable or related experience, preferably in manufacturing or distribution, including experience in a lead or senior capacity.
• Strong experience with B2B collections, cash application, account reconciliations, and customer communications.
• Knowledge of sales tax compliance, exemption certificate management and verification, customer credit reviews, and lien waiver processes. Experience with Avalara a plus.
• Proficiency with ERP/accounting systems and intermediate to advanced Microsoft Excel skills (PivotTables, lookups, data analysis, and reconciliations).
• Excellent organizational, communication, problem-solving, and time management skills with the ability to manage multiple priorities independently

Preferred Qualifications

• Experience with Acumatica ERP.
• Experience billing construction contractors for manufactured goods or billing Saas clients.
• International billing experience
• Familiarity with AR metrics (aging, DSO, CEI), month-end close activities, and customer credit management.
• Experience with process improvement, automation initiatives, reporting tools, dashboards, or business intelligence applications.

Leadership and Management:

• Serve as the primary point of contact and subject matter expert for Accounts Receivable activities, providing guidance and support to Finance and cross-functional teams.
• Review AR transactions and reconciliations for accuracy and compliance and serve as point of escalation for complex billing or collection issues.
• Lead projects involving accounts receivable and order-to-cash processes, partnering with cross-functional teams to drive implementation
• Works independently with sound judgment while collaborating effectively with Finance and cross-functional partners.
• Builds strong working relationships with customers, Sales, Customer Service, Operations, Shipping, and Finance leadership.
• Supports consistent AR processes, clear documentation, disciplined follow-up, and strong internal controls.
• Contributes to a culture of continuous improvement, teamwork, accuracy, customer service, and timely execution.

Base Compensation Range: $90,000.00 - $100,000.00

Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance and experience. Please note that salary is only one component of total compensation at STARC Systems.

Benefits and Work Schedule:

STARC Systems offers a competitive benefits package designed to support employees and their families. The benefits listed below are intended to provide a general summary and are not intended to be a complete list of all benefits, programs, eligibility requirements, plan terms, conditions, or limitations.

• Hybrid work schedule
• Medical insurance plan options
• Health Savings Account and Flexible Spending Account options
• Employer HSA contribution for eligible employees enrolled in an HSA-compatible plan
• Dental insurance
• Vision insurance
• Basic life and AD&D insurance
• Voluntary life and AD&D insurance options
• Short-term and long-term disability insurance
• Voluntary accident, critical illness, and hospital indemnity insurance options
• Employee Assistance Program resources
• Virtual care resources
• Paid time off and company holidays
• 401(k) retirement plan

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand; walk; sit; and reach with hands and arms. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to high. The employee must occasionally lift and/or move up to 40 pounds.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.