Accounts Receivable Clerk

Contenido de trabajo

Job Title: Accounts Receivable Clerk

Position Summary: The Accounts Receivable (A/R) Clerk is directly responsible for performing data entry and related duties in posting accounts receivables. This includes preparing invoices accurately, sending invoices out in a timely manner, reconciling with G/L, following up with customers, monitoring credit balances, producing arrears reports and resolving account irregularities. The A/R Clerk works closely with Account Managers and the Operations team to ensure that payments are collected and deposited in a timely manner.

Department: Accounting

Manager: Financial Controller

DUTIES & RESPONSIBILITIES

Invoicing

· Review’s work orders ensuring accurate invoicing

· Thoroughly reviews contracts to correctly apply contract price, terms, and conditions for invoicing

· Prepares recurring and non-recurring invoices on a timely manner

· Enters and uploads invoices into accounting system

· Primary contact for client invoicing and follow up

· Sets up new customer account in Sage and performs credit check for new customers

· Manages, monitors, and improves the A/R process

· Prepares supplies chargeback invoices by checking source document and verify data such as order/delivery sheet and reconcile to the G/L

· Updates, monitors, and improves supplies chargeback working paper by assisting Financial Controller

· Assists Inventory processes with Financial Controller for ongoing projects and supplies chargeback billing procedures

· Processes billings and claims by electronically submitting, printing, checking and adjusting as required. Bills, claims, and issues statements

Collection

· Prepares and sends out statement of accounts monthly and follow up with the customers for overdue A/R balances

· Prepares and reviews A/R aging report on a weekly basis and provides it to management

· Updates receivables by totaling unpaid invoices and discuss with account managers on a semi-monthly basis

· Identifies accounts in arrears and establishes dialogue with customers regarding overdue balances via phone or email

· Assists account managers to respond to telephone and/or front desk inquiries on various issues relating to cashiering and/or designated accounts receivable portfolio

· Communicates with account managers as necessary to collect overdue balances

· Follows up with account managers to ensure that arrears are being pursued

· Prioritizes work to achieve best results on reducing AR to accepted levels

· Applies the A/R Policy and Procedure standards to accounts to ensure appropriate collection steps taken at various stages of aging

· Collaborates with the Financial Controller and other management to maintain collection goals and general A/R performance levels.

· Proactively monitors billing issues as they develop

· Corresponds with property managers on all updated price information, changes, updates based on results of reviews, interim changes, and renewals

· Responds to customers’ billing inquiries in person or by telephone and email correspondence

· Assists customers & coworkers with understanding A/R balances

· Prepares daily collection report, cheque deposits and reconcile with the G/L

Reconciliation and reporting

· Summarizes receivables by maintaining invoice accounts; coordinates monthly transfer to accounts receivable account; verifies totals; prepares report.

· Verifies validity of account discrepancies by obtaining and investigating information from sales and operations departments and from customers.

· Maintains receivable accounts by reviewing, checking and processing required adjustments such as preparing credit/debit notes or refunds, bad debt write-off at management’s requests and posting from journal to the accounts receivable ledger.

· Reconciles account balances by matching information such as invoices issued, payments received and refunds, identifying differences and rectifying variances by preparing adjustment/reversal information such as journal vouchers and credit balance refunds.

· Records sales and inventory, check source documents, verify data and correct

· Maintain an accurate record of working paper related to AR transactions.

Others

· Proposes ideas & concepts focused on gains to employee efficiency & productivity in accounting department, mainly for A/R

· Works on any special financial projects required by the CEO, Director of Operations or Financial Controller

· Ensures the strict confidentiality and privacy of financial records as they relate to the organization and its customers

· Assists in Financial Statements preparation; Variance Analysis, Budgeting/Forecasting as requested

· Works on ad hoc projects, reporting and other operation and accounting functions as required

· Assists government remittances when requested

· Other related duties as assigned by management or directed by the Financial Controller

EDUCATION AND EXPERIENCE

· Recognized post-secondary education in Accounting, Finance, or Business Management OR minimum 3 years’ experience in an Accounts Receivable position, with experience in service-related invoicing

· High level of proficiency with Sage 50, Deputy, and Microsoft Office Tools in particular, Excel

KNOWLEDGE, SKILLS AND ABILITIES

· Strong knowledge of collection regulations and fair credit practices

· Basic knowledge of accounting systems, budgets, and internal controls.

· Highly developed interpersonal and communication (written and verbal) English skills

· Strong diplomatic, problem solving, and conflict resolution skills

· Strong work ethic and positive team attitude

· Sound analytical thinking, planning, prioritization, and execution skills

· Must be highly organized, detail-oriented, able to maintain accuracy on a consistent basis.

· Proven ability to multi-task, problem solve, handle high volumes of work.

· Ability to prioritize workload to meet deadlines of the business.

Job Types: Full-time, Permanent

Salary: $45,000.00-$48,000.00 per year

Benefits:

• Dental care
• Extended health care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift

Work Location: One location