About the Company
The Accounts Receivable Collection & Billing Specialist is responsible for the accurate and timely administration of customer invoicing, collections, cash application, account reconciliation, and accounts receivable reporting. This role ensures the organization's receivables are effectively managed to maximize cash flow, minimize overdue accounts, and maintain accurate financial records. The incumbent serves as a key liaison between customers, operations, and sales, providing exceptional customer service while enforcing company credit and collection policies.
About the Role
Essential Responsibilities
- Billing & Invoicing
- Generate, review, and distribute accurate invoices.
- Verify invoice accuracy, supporting documentation, pricing, holdbacks, taxes, and payment terms.
- Maintain customer billing records and ensure invoices are properly recorded within the ERP system.
- Collections Management
- Monitor customer accounts and aging reports to identify overdue balances.
- Conduct collection activities by phone, email, and written correspondence while maintaining positive customer relationships.
- Negotiate payment arrangements and follow up on outstanding commitments.
- Escalate delinquent accounts in accordance with company procedures and collection policies.
- Cash Application & Payment Processing
- Receive, verify, and accurately apply customer payments to outstanding invoices.
- Investigate and resolve unapplied cash, short payments, overpayments, and payment discrepancies.
- Reconcile customer remittance information with payments received.
- Support deposit verification and maintain accurate transaction records.
- Account Reconciliation & Dispute Resolution
- Reconcile customer accounts and resolve billing discrepancies in a timely manner.
- Investigate disputed invoices by collaborating with internal departments and customers.
- Maintain supporting documentation and ensure prompt resolution of account issues.
- Reconcile accounts receivable subledgers with the general ledger as required.
- Reporting & Analysis
- Prepare and maintain accounts receivable aging reports and collection status reports.
- Monitor key performance indicators such as Days Sales Outstanding (DSO), collection effectiveness, and overdue account trends.
- Provide reporting and recommendations to management regarding collection performance and account risk.
- Assist with month-end and year-end financial reporting activities.
- Credit & Risk Administration
- Assist in the review of customer credit applications and supporting documentation.
- Monitor customer credit exposure and identify accounts presenting increased financial risk.
- Recommend account holds, revised payment terms, or collection actions when appropriate.
- Support bad debt evaluations and write-off recommendations in accordance with company policies.
- Process Improvement & Cross-Functional Collaboration
- Work with Operations, Sales, and Project Management teams to resolve customer concerns and billing issues.
- Identify opportunities to improve invoicing accuracy, collection efficiency, and cash flow processes.
- Support the development and maintenance of receivable-related procedures and controls.
- Participate in ERP enhancements, testing, and process improvement initiatives.
- Other Duties
- Adhere to all company policies, procedures, and ethical standards.
- Identify opportunities for process improvements and increased efficiencies.
- Participate in training and professional development activities.
- Support a positive team environment and collaborate effectively across departments.
- Maintain punctuality, reliability, and accountability for assigned duties.
- Other duties as required.
Core Competencies
- Financial Accuracy and Attention to Detail
- Customer Service Orientation
- Communication and Negotiation Skills
- Analytical and Problem-Solving Ability
- Time Management and Organization
- Accountability and Professional Integrity
Qualifications
- Diploma, certificate, or degree in Accounting, Finance, Business Administration, or a related discipline; equivalent experience may be considered.
- Accounting-related coursework or professional designation (CPA, or equivalent) is considered an asset.
- Minimum 3 to 5 years of progressive Accounts Receivable, billing, collections, or accounting experience.
- Demonstrated experience managing customer accounts and collection activities.
- Experience within construction, manufacturing, industrial, professional services, or project-based environments is considered an asset.
- Knowledge of accounting principles and accounts receivable best practices.
- Understanding of credit management, collections procedures, and customer account administration.
- Knowledge of financial controls and recordkeeping requirements.
- Understanding of contracts, payment terms, lien holdbacks, and project billing is considered an asset.
- Proficiency with ERP and accounting software such as Sage Intacct, Sage 300, Microsoft Dynamics, NetSuite, or equivalent.
- Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, filtering, and data analysis.
- Strong proficiency in Microsoft Outlook, Word, and Teams.
Equal Opportunity Statement
The Company is committed to providing accommodation in accordance with applicable provincial human rights legislation, including but not limited to the Alberta Human Rights Act, the Ontario Human Rights Code, and The Human Rights Code (Manitoba). Reasonable accommodation will be provided, upon request,
