Accounts Receivable Coordinator

Aston Carter•Northbrook, IL

4d•$23 - $28•Onsite

About The Position

The Accounts Receivable Coordinator manages the full accounts receivable cycle, ensuring timely collections, accurate cash application, and proper financial record-keeping to support cash flow and overall financial health. This role owns the end-to-end AR process, from credit review and invoicing through collections, research, reconciliations, and reporting, while collaborating closely with internal teams and customers.

Requirements

At least 5 years of hands-on accounts receivable experience, managing the full AR process including cash applications, collections, credit review, and reconciliations.
Strong cash application skills, with the ability to research and resolve short payments, discounts, bank fees, and misapplied payments.
Proven collections experience, including contacting customers for past due invoices and resolving payment issues through phone and email communication.
Demonstrated ability to research and resolve customer account issues such as short payments, price discrepancies, credits, and delivery problems.
Experience setting up customer accounts in an ERP system, with attention to critical fields that impact invoicing and reporting.
Experience running credit checks on customers using Dun & Bradstreet, Atradius, or similar credit reporting portals.
Ability to perform detailed reconciliation of customer accounts and record clear notes in customer profiles for future reference.
Familiarity with using multiple customer portals to upload invoices and manage account information.
Experience working with a large ERP system; exposure to Microsoft Dynamics D365 or similar platforms is highly valuable.
Strong attention to detail, with the ability to identify and correct misapplications, incorrect invoices, and other discrepancies.
Ability to think independently, question assumptions, and proactively investigate issues rather than accepting information at face value.
Effective communication skills, both written and verbal, for interacting with customers and internal stakeholders.
Ability to take full ownership of the accounts receivable function, demonstrate curiosity, ask questions, take notes, and learn from mistakes.
Self-motivated, independent, and proactive work style, with a go-getter attitude and willingness to drive continuous improvement.
Capability to manage deadlines and handle month-end accounts receivable and receivables-related activities in a manufacturing environment.

Nice To Haves

Experience in the manufacturing industry, particularly with month-end processes and strong receivables management, is highly beneficial.
Background in the flavor or fragrance industry is a plus.
Experience with Microsoft Dynamics D365 or similar ERP systems is strongly preferred.
Exposure to accounts payable processes provides additional perspective and is considered a nice-to-have.
Comfort working with multiple online portals for invoicing and customer account management.
Strong analytical and problem-solving skills to support variance analysis and process improvement.
Ability to collaborate effectively with cross-functional teams, including sales, finance, payroll, and accounting.

Responsibilities

Oversee the complete accounts receivable cycle, including cash applications, collections, and account maintenance.
Download and process bank information such as lockbox images and daily bank reports, and prepare daily and weekly check deposits.
Maintain accurate customer records, including addresses, email information, direct deposit changes or additions, and preparation of W-9 forms.
Record and maintain detailed notes on all outstanding customer accounts to ensure clear account history and transparency.
Prepare, review, and validate invoices, ensuring correct terms, pricing, and documentation.
Upload and download customer invoices to various customer portals, ensuring timely and accurate submission.
Monitor customer accounts for delayed or missed payments and proactively contact customers regarding past due invoices.
Respond promptly to customer inquiries, research discrepancies, and resolve short payments, price differences, credits, and delivery-related issues.
Escalate delinquent accounts as needed and work to resolve disputes in a professional and timely manner.
Perform month-end activities, including reconciliations, invoicing, aging reviews, accruals, and variance analysis to maintain accurate financial records.
Generate and analyze accounts receivable reports, including aging summaries and customer statements, to support decision-making.
Collaborate effectively with sales, finance, and other internal and external stakeholders to resolve billing and account issues.
Identify root causes of accounts receivable process issues and recommend improvements to enhance efficiency and accuracy.
Set up and maintain customer accounts in the ERP system, ensuring critical fields are correctly entered to support accurate invoicing and reporting.
Run credit checks on customers using tools such as Dun & Bradstreet and Atradius to support the establishment of appropriate credit terms.
Reconcile customer accounts after research, make necessary entries in the system, and document findings and actions in customer profiles.
Use multiple customer portals to upload invoices and manage account information, ensuring familiarity with portal-based processes.
Respond to emails and phone calls in a timely and professional manner.
Meet department deadlines and manage workload to support month-end and ongoing operational requirements.
File and organize customer documents after completing research to maintain thorough and accessible records.
Take ownership of the entire AR process, including cash applications, collections, credit review, research, and reconciliations, demonstrating independence and initiative.
Question discrepancies, investigate misapplications and short payments, and ensure issues are fully resolved rather than left open.
Perform other accounts receivable and related duties as assigned.