Accounts Receivable Clerk

Job Overview

The Accounts Receivable (AR) Clerk at ALUZ, an architectural lighting manufacturing company, plays a critical role in managing financial transactions between the company and its customers. This position is responsible for ensuring accurate invoicing, timely payment processing, and maintaining records while proactively addressing discrepancies and overdue accounts. The AR Clerk will work closely with the Sales, Customer Service, and Finance teams to resolve issues and maintain positive customer relationships. The ideal candidate will be detail-oriented, efficient, and comfortable working in a dynamic environment. 

ROLE AND RESPONSIBILITIES

Job responsibilities include but are not limited to the following:

Invoicing and Billing 

Generate and send accurate invoices to customers on schedule. 

Payment Processing 

Process incoming payments via various methods (checks, ACH, credit cards) and apply them to accounts correctly. 

Collections and Follow-ups

Contact customers with outstanding balances and negotiate payment arrangements as necessary. 

Reconciliation

Reconcile accounts receivable ledgers to ensure all payments and transactions are properly accounted for. 

QuickBooks & M1 ERP System Management 

Use QuickBooks for tracking AR transactions and generating reports. 

Maintain and update customer accounts within the M1 ERP system for seamless operations. 

Reporting 

Prepare AR aging reports, analyze payment trends, and share insights with management. 

Customer Relations

Respond promptly to customer inquiries regarding invoices, payments, and statements, ensuring positive interactions. 

Documentation

Maintain accurate and up-to-date records of all AR transactions and communications. 

Collaboration

Work with Sales and Customer Service to resolve disputes and billing discrepancies. 

Compliance

Ensure AR processes align with ALUZ policies and accounting standards

Job Description

ROLE AND RESPONSIBILITIES

Job responsibilities include but are not limited to the following:

Expectations for the First 90 Days

First 30 Days:

- Familiarize with ALUZ’s accounting software, including QuickBooks and M1 ERP system.    

- Shadow team members to understand workflows. 

- Begin managing a small set of accounts with supervision. 

Days 31 to 60:

- Take full ownership of assigned customer accounts. 

- Use QuickBooks to generate reports and ensure all transactions are accurately entered into M1 ERP. 

- Prepare and present AR reports to management with initial insights. 

- Begin to suggest improvements for AR processes where possible. 

Days 61 to 90:

- Establish regular communication with key customers to address overdue balances.     

- Demonstrate proficiency in AR systems and processes with minimal oversight.

- Take responsibility for additional accounts and assist in collections of aged receivables.
 

Job Description

 COMPETENCIES

Qualifications

- Strong ability to manage multiple accounts and meet deadlines 

- Experience handling collections and reconciliations independently 

- Analytical skills with the ability to detect and resolve discrepancies 

- Ability to work effectively with cross-functional teams   

- High level of discretion when dealing with sensitive financial data 

Hard Skills 

- Proficiency with QuickBooks and M1 ERP system for managing financial data 

- Familiarity with AR processes, including invoicing, collections, and reconciliations 

- Basic understanding of GAAP principles 

- Strong numerical and data entry skills 

- Ability to prepare financial reports and analyze AR metrics 

Soft Skills

- Excellent attention to detail and strong organizational skills 

- Clear and professional written and verbal communication   

- Customer-service oriented with the ability to build positive relationships 

- Strong time management and ability to meet deadlines   

- Problem-solving mindset and ability to handle disputes diplomatically 

WORK ENVIRONMENT

- Standard office environment with typical office equipment, including computers and phones. 

- Moderate noise level common in office settings.   

- The position may offer hybrid or remote work flexibility based on business needs and management approval. 

PHYSICAL DEMANDS

- Ability to sit at a desk and work on a computer for extended periods. 

- Frequent use of hands for data entry, typing, and paperwork management. 

- Occasionally lift or move files and documents weighing up to 10 pounds. 

REQUIRED EDUCATION AND EXPERIENCE

- High school diploma or GED required 

- Bachelor’s degree in accounting or a related field preferred 

- At least 2 years of experience in accounts receivable, accounts payable, or general accounting 

ADDITIONAL PHYSICAL DEMANDS

Visual Requirements: Prolonged screen time required for data entry and reporting. 

Hearing Requirements: Ability to communicate clearly over the phone and in virtual meetings. 

Mobility Requirements: Occasionally walk to other departments or storage areas to retrieve or deliver documents.