Job Description

The Accounts Receivable Administrator is responsible for supporting the company’s accounts receivable operations by maintaining accurate account records, monitoring outstanding balances, and assisting with billing and collection activities. This position works closely with customers, branch locations, sales representatives, and internal departments to resolve account discrepancies and ensure payments are processed accurately and promptly.

Responsibilities

• Monitor the AR Inbox and release orders and respond to Branch requests in a timely manner.
• Monitor accounts receivable aging reports and follow up on outstanding or past-due balances and provide updates on delinquent accounts
• Prepare and distribute customer invoices, account statements, and other billing documentation.
• Post AR Batches when requested by Branch
• Prepare and distribute customer demand letters as requested by AR Specialist
• Upload Customer Tax Certification to external site and work with Branch and customer to ensure new certifications are received before expiry dates.
• Call Branch when credit card payment is requested, take information and pass on to AR Team while maintaining protocol in accordance with Industry standards
• Communicate professionally with customers regarding invoices, payments, account balances, and discrepancies.
• Research and work with AR Team to resolve short payments, overpayments, unapplied cash, billing errors, and other account issues.
• Process approved credit memos, refunds, account adjustments, and corrections.
• Maintain accurate and organized customer files and supporting documentation.
• Assist with month-end closing activities.
• Coordinate with branch personnel, AR Team, AR Manager to resolve billing and payment concerns.
• Support collection efforts while maintaining positive and professional customer relationships.
• Follow established accounting procedures, internal controls, and company policies.
• Protect confidential customer and company financial information.
• Perform additional accounting and administrative duties as assigned.

Requirements

• High school diploma or GED required.
• Two or more years of accounts receivable, billing, collections, bookkeeping, or related accounting experience preferred
• Experience working in manufacturing, distribution, building materials, or a similar industry preferred.
• Basic understanding of accounts receivable procedures.
• Proficiency in Microsoft Office, particularly Microsoft Excel and Outlook.
• Experience using accounting, ERP, or customer account management software preferred.
• Strong data-entry, numerical, and account-reconciliation skills.
• Excellent attention to detail and commitment to accuracy.
• Strong organizational and time-management abilities.
• Effective written and verbal communication skills.
• Professional and customer-focused approach to collection activities.
• Ability to research and resolve account discrepancies.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to work independently while contributing to a team environment.
• Ability to maintain confidentiality and handle sensitive financial information with integrity.

Why Join Spectra?

For more than 45 years, Spectra Gutter Systems has been a trusted leader in the manufacturing and distribution of aluminum rainware products across North America. We are committed to creating a workplace where employees feel valued, supported, and empowered to grow. At Spectra, you'll join a team that values integrity, innovation, safety, and customer service while providing opportunities for career development and long-term success.