Accounts Receivable Clerk

Position Summary

Responsible for processing all billing and managing collection of accounts receivableand creating reports as required.

Duties & Responsibilities

• Daily review open packing slips (shipments competed available for invoicing)
• Receive and validate shipping documents for completeness. Process invoicing upon review of purchase order and sales order entry instructions.
• Present prepared invoices for approval (Senior Operations Mgt for non production, production operations mgr. or finance as directed)
• Submit invoicing in form prescribed by customer (mail, email, upload web portal)
• Prepare weekly summary of all invoices submitted (system generated report)
• Maintain a maximum lag of 2-3 days for invoice processing and manage customers that require daily preparation of invoices to be supplied with shipments. As appropriate escalate issues to Controller if delays occur..
• Apply customer receipts as directed by the Controller, report any discrepancies immediately i.e. debits or short payments to Controller and Operations Mgt. as required. Investigate reason for short payments, obtaining required documentation to support and prepare a credit note for mgt. approval as appropriate.
• File approved invoices by customer with supporting paperwork.
• Notify Controller of any occurrences of misc. packing slips being issued by shipping vs. system generated packing slips. Ensure appropriate invoicing.
• Prepare and submit monthly statements to customers as appropriate.
• Review accounts receivable status daily ensuring customers follow through with payments as per agreed terms and / or revised commitments on a particular transactions. Take necessary collection activity action, phone calls, emails, escalating in a consistent pattern engaging the controller when required.
• Prepare letters and memos as required to customers on issues relating to invoicing, late payments or payment deductions. Confirm payment and or problem resolution commitments in writing
• Prepare month-end estimates for allowance for doubtful accounts.
• Maintain a key task list of outstanding issues with due dates and priority ranking and review with Controller minimum once weekly
• Prepare a detailed aging of all accounts receivable by customer weekly and review with Controller all concerns, overdue invoice status.
• Maintain active collections notelog by customer documenting activity and customer payment commitments with follow-up reminders.
• Maintain excel spreadsheet of all progressive invoicing activity and proposed activity with timelines.
• Solicit credit applications for new customers ensuring timely response as required. Until credit is approved, adjust customer profile to “no credit” until approved by the Controller who will approve a credit limit to be authorized for the customer.
• Review for completeness and accuracy and prepare monthly journal entry to record scrap sales
• Develop strong relationships with key AP / Finance personnel of our customers to facilitate timely payment processing and problem resolution of outstanding payment / short payment issues..
• Set up Customers in Visual as required and add and maintain required contact information
• Monthly complete AR Invoicing continuity and reconciliation to GL balances for invoices issued in the month. Investigate and note reasons for gaps in invoicing continuity.
• Maintain log of web portal information and procedures for customers and review customer supplier portals regularly for payment and invoicing approval status
• Work closely with engineering and shipping as required to expedite invoice processing
• Monthly complete summary of deferred revenue by customer  / job / invoice representing progress payments and reconcile to GL balance.
• Provide back-up reception / AP support.
• General office duties as required

Key qualifications, skills and experience required for job.

• Diploma or certificate in accounting preferred and 5 years of experience in a manufacturing environment.
• Ability to develop and implement accounting processes as required.
• Demonstrated organizational skills, the ability to set priorities and meet deadlines
• Good interpersonal, written and verbal communication skills
• Advanced Word and Excel skills.
• Experience with accounting software package, ideally Visual or similar program.
• Able to work independently and as part of a team.