Job Title: Accounts Receivable SpecialistThis role will be based in Portland, Oregon
Reports To: Director of Finance
Summary: The Accounts Receivable (AR) Specialist is responsible for managing the end-to-end accounts receivable process to ensure timely cash collection and accurate financial records. This role combines billing and invoicing, credit management, collections support, and light bookkeeping to maintain healthy cash flow and minimize bad debt. The specialist collaborates cross-functionally with Sales, Customer Service, Ops, and Finance to resolve issues and support month-end close. A strong emphasis on accuracy, communication, and attention to detail to optimize DSO, aging, and overall AR performance while ensuring compliance with company policies and regulatory standards.
Accounts Receivable (AR)Debt Collection and Cash Application- Monitor and manage a portfolio of customer accounts to ensure timely payments.
- Process daily cash receipts, apply payments to correct invoices, and resolve discrepancies.
- Generate and send out accurate statement cycles and request payment commitments as needed.
Invoicing and Documentation- Generate and issue accurate invoices in a timely manner based on contract terms and order details.
- Maintain meticulous records of all billing activity, adjustments, and credits.
- Private label and Co-Packing Invoices: Partner with Operations to develop invoicing cadence, manage production and billing information documentation, and deposit payment status phasegating with production scheduling and material purchasing.
- Collaborate with Sales, Customer Service, and Ops to resolve billing disputes.
- Collaborate with Sales to process all approved promo billbacks, ensuring proper documentation as a credit memo or payment to the customer.
Credit Application and Terms- Receive, review, and process credit applications from customers requesting terms.
- Assess creditworthiness and establish appropriate credit limits and payment terms and submit for final approval with the Director of Finance.
- Process credit approvals or denials in a timely manner and communicate outcomes to customers and internal stakeholders.
- Review and release orders for terms customers: Verify that balances due align with approved terms and credit limits before approval, and communicate credit decisions and any holds to the corresponding Sales Person for each order.
Dispute Resolution and GL Reconciliation- Investigate and resolve customer inquiries and disputes related to payments, credits, or deductions.
- Reconcile accounts receivable sub-ledger to the general ledger monthly. Investigate and resolve discrepancies timely to achieve the month-end close deadline.
- Escalate aged accounts to appropriate teams for collection action.
- If necessary, engage with collections agencies for potential bad debt and high-risk accounts that require additional support.
Analytics and Reporting- Track and report on days sales outstanding (DSO), aging reports, and collection metrics.
- Identify process gaps and implement improvements to accelerate collections.
- Prepare and host weekly AR status meetings for Sales with actionable insights.
General bookkeeping Support- Record and verify routine journal entries related to cash receipts, refunds, and adjustments.
- Assist with bank reconciliations and account reconciliations as requested.
- Support month-end close activities and audit requests
- Maintain strong internal controls over billing and cash application processes.
- Ensure compliance with company policies and regulatory guidelines.
Requirements - Minimum of 3-5 years of experience in accounts receivable, invoicing or collections
- Foundational knowledge of bookkeeping standards, including the fundamentals of debits and credits and familiarity with balance sheet accounts and how transactions affect assets, liabilities, and equity.
- Degree in Business or Accounting (preferred)
- Good oral and written communication skills. Ability to explain and train concepts and processes to others.
- Excellent problem-solving abilities; strong attention to detail; process improvement mindset.
- Outstanding computer and keyboard skills. Knowledge of MS Office and Google Suite products.
- Knowledge of automated accounting software - QBO, ERP, expense management software (e.g., Procurement Express, SAP Concur, Sage Expense)
- Intellectual curiosity - the desire to learn and grow.
- Team player. Willing to help others and assist when and where needed.
Pay Range: $60,000 - $75,000 per hour
