Job Description

Essential Duties and Responsibilities

Core Responsibilities:

• Prepare, issue, and distribute customer invoices
• Apply customer payments accurately, including checks, electronic payments, and credit card transactions
• Monitor accounts receivable aging and follow up on past‑due balances in a timely and professional manner
• Investigate and resolve billing discrepancies, unapplied cash, short payments, and customer inquiries
• Maintain accurate customer account records and supporting documentation
• Communicate with internal teams (sales, operations) to ensure billing accuracy and resolve account issues
• Assist with month‑end close activities related to accounts receivable, including reconciliations and reporting
• Generate and maintain accounts receivable reports, including aging and collection status reports
• Support audit requests by providing documentation and explanations related to AR transactions
• Adhere to internal controls, accounting policies, and standard operating procedures

Additional Responsibilities:

• Overseeing general office administration and management, including but not limited to ordering office supplies and snacks, handling incoming and outgoing mail, and managing the procurement of office equipment.
• Prepare and organize documents, reports, and presentations for meetings.
• Handle correspondence, emails, and phone calls, ensuring timely responses and follow-ups.

Knowledge, Skills, and Abilities

• Working knowledge of accounts receivable processes, including invoicing, cash application, and collections
• Basic understanding of accounting principles and financial record‑keeping
• Strong attention to detail with a high degree of accuracy in data entry and record maintenance
• Ability to organize and prioritize work effectively in a fast‑paced environment.
• Clear and professional written and verbal communication skills for interacting with customers and internal teams.
• Proficiency with accounting systems and Microsoft Excel or similar spreadsheet tools.
• Ability to identify discrepancies, investigate root causes, and follow through to resolution.
• Strong sense of accountability, confidentiality, and professionalism when handling financial information.

Qualifications

• High school diploma or equivalent required; post‑secondary education in accounting, finance, business administration, or a related field is an asset.
• 1 to 3 years of experience in an accounts receivable, accounting clerk, or finance support role preferred.
• Experience with invoicing, cash application, collections, or customer account reconciliation is an asset.
• Exposure to accounting or ERP systems is preferred; experience working with accounting software and CRM‑integrated finance systems is considered an advantage.
• Proficiency with Microsoft Excel and other Microsoft Office applications required.
• Equivalent combinations of education and relevant experience may be considered.