Senior Accounts Receivable Specialist

Ever•San Francisco, CA

6d•Hybrid

About The Position

Ever Cars is a technology-forward electric vehicle dealership based in San Francisco. We buy, recondition, and sell pre-owned EVs through our hub model, supported by floor plan financing and a growing wholesale channel. Our small but high-performing accounting team manages a full-cycle close process with automated pipelines, a cloud-backed vehicle database, and QuickBooks Online as our GL. We’re looking for someone who thrives on the transactional rhythm of a dealership—someone who can own the day-to-day financial operations so our accounting leadership can focus on reporting, controls, and strategic initiatives. You will own the full accounts receivable and accounts payable cycles for the dealership, from recording customer payments and reconciling bank activity daily, to monitoring outsourced bookkeeping work, processing vendor payments, and handling customer refunds. You’ll work closely with our title clerk, F&I team, and operations staff to keep cash flowing accurately through our clearing accounts. This role is highly cross-functional—you’ll touch every major transaction that moves through the dealership.

Requirements

3–5 years of full-cycle AR/AP experience, ideally in automotive retail, dealership operations, or a similarly transaction-heavy environment
Strong Excel skills—comfortable with VLOOKUPs, pivot tables, and reconciliation workbooks
Detail-oriented with a high tolerance for volume—this role processes hundreds of transactions per month
Clear communicator who can work across departments (finance, ops, sales, title, F&I) without needing constant direction

Nice To Haves

Experience with DMS systems (CDK, DealerTrack, Reynolds & Reynolds)
Hands-on proficiency with QuickBooks Online (journal entries, invoices, bills, bank feeds, reconciliations)
Experience with corporate card platforms (Ramp, Brex, or similar) for expense management oversight
Familiarity with floor plan financing, NACHA/ACH payment processing, and lender funding workflows
Exposure to EV or specialty vehicle retail
Interest in process automation—we use scripted pipelines and database-backed workflows, and we’d love someone curious about how they work

Responsibilities

Monitor and QA the outsourced bookkeeper’s work in Ramp (credit card expense categorization, receipt matching, merchant rule accuracy)
Onboard new vendors into QBO and Ramp; maintain vendor master data and W-9 / 1099 tracking
Process manual payments for vehicle purchases outside of Ramp, including written checks and wire transfers
Execute lien payoff payments for purchased vehicles through DMS and lender portals
Coordinate with auction houses on invoice disputes, short-pays, and credit requests
Process and reconcile transport vendor invoices (outbound delivery, towing, inbound transport)
Track accrued liabilities for significant expenses incurred but not yet invoiced; flag items approaching 30 days
Prepare and upload NACHA payment files for floor plan payments, ensuring clearing accounts reconcile to $0 each period
Reconcile all bank accounts daily (operating, credit card, and ACH deposit accounts) and record customer payments in QBO
Monitor the customer downpayment receivable subledger and investigate aging items; escalate unmatched deposits
Match lender funding payments to DMS deal invoices; resolve short-pays and funding variances
Track the cash-in-transit (CIT) position daily—funded deals awaiting bank deposit, deposits awaiting lender remittance
Process and clear bank deposit entries through the deposit clearing workflow
Monitor and clear credit card and ACH payment clearing accounts; investigate items that don’t auto-match
Follow up with lenders on stale funded-not-received balances; coordinate with F&I and title teams on hold-ups
Own the end-to-end customer refund process across all refund types: DMV overages, vehicle returns, warranty claim payments, overpayments, and deal unwinds
Process DMV overage refunds by reconciling registration service invoices against actual fees collected
Coordinate vehicle return refunds with the sales and F&I teams; ensure return entries reverse the original deal correctly
Track warranty and service contract cancellation refunds from plan providers and apply to customer accounts
Issue refund checks or initiate ACH refunds; maintain a refund log with supporting documentation for each transaction
Work closely with the title clerk on DMV fee reconciliation, registration timing, and DMV payment clearing
Partner with the F&I team on deal funding status, lender stipulations affecting payment, and contract cancellations
Serve as the finance team’s point of contact for operations staff on payment status inquiries, vendor issues, and customer account questions
Coordinate with the acquisitions team on purchase disputes, arbitration returns, and fraud-related payment holds
Support the Controller during month-end close by preparing clearing account reconciliations and flagging unresolved items
Maintain and update vendor and customer mapping files used by automated import pipelines
Review and approve recurring journal entries for accuracy before posting (prepaid amortization, accruals)
Assist with sales tax remittance preparation and DMV fee payment reconciliation
Support annual 1099 preparation and vendor payment reporting
Help build and document SOPs for new transactional processes as the dealership scales
Identify opportunities to automate manual payment and reconciliation workflows