Accounts Receivable and Administrative Specialist

Eva Garland Consulting•Raleigh, NC

2d•Onsite

About The Position

The Accounts Receivable and Administrative Specialist is responsible for executing the company’s day-to-day accounts receivable, billing, collections, and cash application activities while also providing administrative and operational support to the office. Reporting to Senior Management, this role plays a key part in maintaining timely invoicing, consistent collections efforts, accurate financial records, and smooth office operations. The ideal candidate is highly organized, detail-oriented, professional in client communications, and comfortable balancing financial administration with general office support responsibilities.

Requirements

Experience working within accounts receivable and invoicing systems.
Strong organizational skills and exceptional attention to detail.
Professional written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Ability to maintain confidentiality of sensitive financial and company information.
Proficient in Microsoft Office and standard business software applications.
Strong customer service mindset and professional phone etiquette.
Dependable, proactive, and willing to support overall office and operational needs.
Minimum of 2 years of experience in accounts receivable, collections, billing, or related administrative support roles.

Nice To Haves

Associate degree in accounting, finance, business administration, or related field preferred.

Responsibilities

Manage daily accounts receivable activities, including invoicing, collections, cash application, and payment tracking.
Prepare and distribute invoices for multiple engagement types, including flat fee, contingent fee, and hourly billing arrangements.
Monitor outstanding balances and follow up with clients regarding overdue invoices in a professional and timely manner.
Maintain consistent collections efforts to support healthy company cash flow and reduce aging accounts receivable.
Process customer payments, credit memos, debit memos, and account adjustments as needed.
Verify and accurately enter financial transactions into the accounts receivable system.
Research and resolve billing discrepancies by coordinating with internal teams and clients.
Maintain accurate records of invoices, payments, credits, and account activity.
Coordinate payment plans and assist with account resolution efforts when necessary.
Assist with weekly reporting related to collections status and outstanding balances.
Work closely with department leaders to ensure billing information, contract terms, and payment schedules are accurate and up to date.
Manage the company timekeeping system and ensure employee hours are properly tracked and transferred into the invoicing system.
Coordinate setup of new client engagements within billing and accounts receivable systems.
Ensure billing terms, rates, and payment schedules are entered accurately and maintained appropriately.
Provide front desk coverage as needed, including greeting visitors and answering incoming phone calls.
Support day-to-day office operations and facilities coordination.
Assist with general administrative tasks, document organization, and operational support activities.
Help maintain an organized, professional, and efficient office environment.
Provide additional administrative support to management and staff as needed.