Accounts Receivable Coordinator ( onsite )

Marmon Holdings•Saddle Brook, NJ

13d•Onsite

About The Position

As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway— you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best. The Accounts Receivable (AR) Coordinator manages all aspects of customer invoicing, collections, and cash applications to ensure accurate financial records and steady cash flow. This role requires strong organizational skills, close attention to detail, and proactive communication with customers and internal teams. The AR Coordinator also supports system and process improvements, contributes to ERP implementation, and helps maintain best practices in AR management.

Requirements

High school diploma required; Associate degree or relevant coursework preferred.
2–4 years of experience in Accounts Receivable, Billing, or Credit.
Strong proficiency in Microsoft Excel, Word, and familiarity with ERP systems (Axis or equivalent).
Experience with customer billing portals and electronic payment systems.
Excellent communication skills and professional customer service demeanor.
Meticulous, analytical, and dependable under tight deadlines.
M-F 8:30am-5pm onsite.

Nice To Haves

Knowledge of SmartSheets is a plus but not required.

Responsibilities

Invoicing & Billing Prepare, review, and issue accurate invoices and credit memos daily.
Upload invoices, packing lists, and delivery documents to customer portals (Ariba, Exostar, etc.) in compliance with customer requirements.
Maintain documentation standards in line with SOX internal controls and company procedures.
Verify that tariff charges, freight fees, and surcharges are correctly applied to each invoice prior to distribution.
Coordinate with logistics and export compliance teams to ensure international invoices meet documentation and global billing standards.
Cash Application & Collections Post customer payments accurately and reconcile to open invoices and the general ledger.
Monitor aging reports and drive consistent reduction of past-due balances.
Support credit reviews and escalate delinquent accounts to management as needed.
Serve as the primary contact for customer payment inquiries and collection follow-up.
Establish and maintain positive relationships with customer AP departments while ensuring timely resolution of outstanding balances.
Proactively reach out to customers on upcoming, due, and past-due invoices through phone, email, or portal communications.
Document all collection activities, customer communications, and payment commitments within the ERP system.
Collaborate with Sales, Shipping, and Customer Service to resolve disputes, credit memos, or billing discrepancies that delay payment.
Prepare and share weekly or monthly collection status updates with management, highlighting high-risk accounts and recommended actions.
Credit Review and Release Review customer credit status daily and release orders in line with company credit policies and approval limits.
Monitor customer payment trends and recommend credit limit adjustments as needed.
Coordinate with Sales and Accounting to resolve credit holds promptly.
Maintain documentation of reviews, approvals, and releases in the ERP system.
Ensure all credit activities comply with company SPIs and SOX internal control standards.
Monitor, review, and update the continuing credit worthiness of the customer database with periodic review of Coface reports, credit checks, the analysis of payment history and review of customer financial statements.
Record all credit hold decisions in Smartsheet for visibility and management approval tracking.
Process Documentation & Compliance Document and standardize AR procedures to support cross-training.
Maintain shared records in designated MS Teams or shared drives.
Ensure adherence to company policies, SPI standards, and internal audit requirements.
Maintain a daily control log of sales orders processed and ensure supporting documentation is archived properly for audit readiness.
Credit Card Fee Management Track and report credit card processing fees monthly.
Maintain a credit card fee recovery log.
Encourage customers to shift toward ACH or wire payments to minimize processing costs.
Technology & Continuous Improvement Participate in system improvements and process efficiency initiatives.
Maintain familiarity with customer portals, banking platforms, and automation tools (e.g., ScribeHow, Teams, Zoom).
Reporting & Month-End Support Prepare AR aging, unapplied cash, and collection summary reports.
Support month-end close and reconciliation of AR sub-ledger to the General Ledger.
Assist in audits and provide requested documentation promptly.
Maintain and reconcile the daily invoice register to support internal audits and cross-functional reporting.
Run and analyze aged trial balance reports, converting data into pivot tables to track and communicate collection priorities.
Maintain the RMA log of issued credit memos, ensuring completeness and accuracy for audit and reconciliation purposes.