Accounts Receivable Specialist

ALS • Simi Valley, CA

1d • Onsite

About The Position

The Accounts Receivable Specialist will be responsible for assisting with the timely completion of the daily accounts receivable function. This role involves responding to collection emails, reviewing AR Mailbox and personal mailboxes for customer correspondence, researching customer discrepancies, and calling/emailing customers for payment on past due invoices. The specialist will also be responsible for attaching PDF copies of invoices and statements, creating and mailing Certified Demand Letters, placing delinquent accounts on credit hold, and communicating hold status to customers. Additionally, the role includes researching payment statuses, requesting documentation from labs, investigating unapplied cash, pulling invoices, forwarding W-9 and ACH information, assisting with account reconciliations, documenting notes, forwarding customer requests to relevant departments, and attending weekly collection calls. The specialist will also update customer information in Oracle, send payment reminders, document credit card payments, and process manual credit memos for overpayments. A key part of the role involves receiving and loading portal invoices to client portals, reconciling client statements to portals, and following up with project managers for missing information.

Requirements

• Proficient verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prepare Credit Account Applications for approval.
• Proficient computer skills, specifically Microsoft Office.
• Ability to negotiate payment arrangements.
• Ability to work under pressure.
• Ability to adapt to changes in organizational structure and software.
• Extensive knowledge of Accounts Receivable and Collections.
• Profound analytical skills, critical thinking, and keen attention to detail.
• Strong systems skills, including the understanding of how systems can be leveraged to improve the effectiveness and efficiency of our processes and overall performance.
• Effective oral and written communication skills, as well as negotiation skills.
• Demonstrated knowledge of the application of accounting principles and practices.
• Experience and enjoy working in a team and with a large volume of Customers.
• Must enjoy working in a fast-paced, large organization and thrive under pressure.
• Minimum bachelor’s degree (or international equivalent) in accounting, finance, business administration or closely related field.
• Minimum of five years of experience in Collections, finance, accounts receivable, business administration, and other related areas.
• Minimum of five years of experience with ERP systems and Microsoft (MS) Office, particularly MS Excel; (pivots and advanced formulas); Oracle experience is a plus.

Nice To Haves

• Oracle experience is a plus.

Responsibilities

• Assist with the timely completion of the daily accounts receivable function.
• Respond to collection emails from previous collection efforts.
• Review AR Mailbox emails and personal mailbox for correspondence from Customers.
• Research Customer discrepancies.
• Call and email Customers requesting payment for past due invoices.
• Attach a PDF copy of LIMS invoice and/or Statement from Oracle ERP when sending collection emails.
• Create and mail out Certified Demand Letters for severely delinquent accounts.
• Place past due accounts on credit hold in Oracle and email Project Managers to place them on hold in LIMS.
• Email the Customer a Statement and notify them they have been placed on hold.
• Research payment status on Customer accounts, review if credit hold should be removed.
• Request Chain of Custody (COC) and backup from lab upon Customer request.
• Research payments made but not showing on Customer’s statement and reach out to cash applications for receipting issues and further payment research, including payments made by Customers to ALTUS (Third-party Collection Firm).
• Pull requested invoices from LIMS and send to Customer upon their request.
• Forward W-9 and ACH banking remit info to Customer upon request.
• Assist with account reconciliations and follow up on outstanding balances for larger customer accounts.
• Document notes in excel.
• Forward Customer requests to the respective lab for invoice discrepancies/errors with Procurement (Pricing/Quantity/Item code).
• Forward Statements to project managers as requested.
• Attend weekly Collection calls with labs.
• Enter detailed collection comments on collection spreadsheet for lab and management’s weekly review.
• Update Customer’s email address, contact number and physical address in Oracle.
• Email out reminders of payment due for a few customers who make monthly payments.
• Document credit card payments for Customers who call in and send to process payment.
• Request remittance information (invoice amount and numbers) for unapplied cash balances on Customer’s accounts and work with Cash Application Specialists on cleaning up and applying unapplied cash.
• Process manual credit memo's (outside the system) for over payments on Customer accounts as requested by Customers.
• Receive and load all portal invoices to appropriate client portal system for all labs.
• Work with project managers to ensure timely and accurate loading of client invoices to appropriate portal.
• Reconciling client statements to client portal system to ensure all invoices are loaded.
• Follow up with project managers for if PO’s, chain of custody forms or any other information is missing.

Benefits

• We invest in our people with programs and opportunities that help you build a diverse career with us.
• We want everyone to have a safe, flexible and rewarding career that makes a positive impact on our people, the planet and our communities.
• Reasonable adjustments to support candidates throughout the recruitment process are available upon request.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees