Accounts Receivable & Billing Specialist

Rohner Finishing Systems,LLC•Vancouver, WA

About The Position

This role is responsible for managing the billing and accounts receivable functions to ensure timely and accurate processing of invoices, payments, and collections. The specialist will collaborate with internal teams and customers to resolve discrepancies, maintain accurate records, and support the sales team in order processing and credit approvals.

Requirements

2–4 years of experience in billing, accounts receivable, or collections roles (or equivalent combination of education and experience).
Proficiency in accounting or ERP systems (e.g., QuickBooks, NetSuite, SAP, or similar).
Strong Microsoft Excel skills (including formulas, lookups, and basic reporting).
Familiarity with billing systems, payment processing platforms, and financial recordkeeping.
High attention to detail and accuracy.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to analyze and resolve discrepancies independently.
Professional judgment and ability to handle sensitive financial information with confidentiality.
Ability to communicate clearly and professionally regarding overdue accounts.
Experience negotiating payment arrangements while maintaining positive client relationships.
Confidence in enforcing company policies with tact and professionalism.

Nice To Haves

Associate’s degree in Accounting, Business Administration, or related field preferred.

Responsibilities

Prepare and issue accurate, timely invoices based on contracts, purchase orders, and service data.
Review billing information for accuracy, completeness, and compliance with agreed terms.
Manage recurring billing schedules and ensure proper processing.
Investigate and resolve billing discrepancies in coordination with internal teams.
Apply appropriate taxes, discounts, and adjustments.
Monitor accounts receivable aging and track outstanding balances.
Post and reconcile incoming payments (ACH, wire transfers, credit cards, checks).
Maintain accurate customer account records and payment histories.
Research and resolve unapplied or misapplied payments.
Conduct timely follow-ups on past-due accounts via phone, email, and written communication.
Work with customers to secure payment and, when appropriate, establish payment plans.
Escalate delinquent accounts in accordance with company policies.
Maintain detailed records of collection activities and communications.
Respond promptly to customer inquiries related to invoices, payments, and account status.
Provide invoices, statements, and supporting documentation upon request.
Maintain professional and positive relationships to support timely payments.
Prepare accounts receivable aging reports and provide updates on collection status.
Ensure compliance with company policies, contractual terms, and applicable regulations.
Assist with audits by supplying required documentation and explanations.
Assist the sales team in preparing complete and accurate sales packages prior to submission to order entry.
Verify that customer purchase orders and contracts align with all details submitted to order entry.
Support customers through the credit application process and ensure accurate installation address information for finishing equipment.
Maintain accurate records and documentation to support efficient order processing and credit approvals.