AR Coordinator

Nihon Kohden America•Irvine, CA

About The Position

The AR Coordinator performs accounts receivable duties, including submitting client billing information, checking accounting data for accuracy, tracking and resolving accounting errors, and completing accounting functions in accordance with established policies, procedures, and regulations. The role also performs collection activities to support company cash flow, keeps management informed of activities and significant problems, and provides support to finance department staff as needed. The coordinator reviews equipment orders before shipment, releases credit holds, verifies order acknowledgements against customer purchase orders, checks payment terms, approves credit within specified limits, and seeks Accounting Supervisor authorization for orders above those limits. The role checks credit history through outside sources, tracks orders over $10,000 for current collection information, and interfaces with Salesforce when collection issues arise. Other duties include posting cash receipts; reporting uncollectible accounts and arranging collection-agency referrals and follow-up when required; handling return-related follow-up and credit memos; creating and maintaining customer accounts and tax codes; reviewing and mailing equipment invoices; preparing manual invoices and refund requests; and submitting invoices through vendor portals for government-related customers. The position supports effective client relationships by responding promptly and professionally, conveying information appropriately, maintaining confidentiality, and protecting the Company’s professional reputation. Additional duties include maintaining a clean, secure work area, updating accounting skills, completing assigned projects, and adhering to company policies, procedures, and business ethics codes. Duties may change or be assigned based on business needs. This is a full-time position with regular hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, unless otherwise stated by the department manager. Hours may vary with organizational or departmental needs, and holiday, weekend, and evening work may be required. Travel is minimal, and access to customer sites is not required. The position may involve reaching, bending, stooping, squatting, crawling, kneeling, pushing, pulling, lifting or carrying up to 20 pounds, finger dexterity, repetitive motions, standing, walking, sitting, hearing, visual acuity, and color vision.

Requirements

At least 3 years of accounts receivable experience.
Basic understanding of accounting, reconciliations, and accounts receivable functions.
Understanding of basic bookkeeping concepts and procedures.
Ability to use accounting software and spreadsheets.
Ability to work productively with customers and internal stakeholders, build positive relationships, and push back effectively when needed.
Strong organization, accuracy, and attention to detail.
Good math skills.
Clear, professional communication, including effective listening, speaking, and writing.
Ability to communicate verbally and in writing and to receive and understand verbal and written instructions in English.
Ability to work effectively independently and in a collaborative team environment.

Nice To Haves

Experience with SAP.

Responsibilities

Review equipment orders before shipment, release credit holds, compare order acknowledgements with customer purchase orders, check payment terms, approve credit within specified limits, and obtain Accounting Supervisor authorization for orders above the limit.
Check customer credit history using outside sources such as Dun & Bradstreet.
Track orders over $10,000 and maintain current information on collection activity.
Interface with Salesforce when collection issues arise.
Post cash receipts data in the accounting system.
Report uncollectible accounts to the Manager for collection instructions; submit accounts to a collection agency when required, post notes on the customer master, and organize future follow-up.
Notify appropriate personnel when a Return Merchandise Authorization needs follow-up and mail credit memos for customer equipment exchanges not covered under warranty.
Create new customer accounts and apply or create tax codes as applicable; maintain customer accounts for accuracy.
Review and mail equipment invoices and create manual invoices for customers with special payment terms.
Prepare accounts receivable refund requests after obtaining a written customer request in accordance with procedure.
Submit invoices through vendor portals for government-related customers.
Respond to client questions professionally and promptly, obtain and convey information, and maintain positive client relationships.
Maintain confidentiality regarding company business and accounting records and uphold the Company’s professional reputation.
Keep the work area clean, secure, and well maintained; update accounting skills; complete special projects; and adhere to company policies, procedures, and business ethics codes.
Keep management informed of activities and significant problems and support finance department staff as needed.