Position Summary:

The Accounts Receivable Specialist is responsible for managing the company’s accounts

receivable processes and providing general office support. This role ensures timely and

accurate processing of payments, invoicing, collections, recordkeeping and customer

service. The ideal candidate is detail-oriented, organized, and able to balance multiple

priorities in a fast-paced environment.

Key Responsibilities:

The Accounts Receivable Specialist is responsible for managing and recording incoming

payments, ensuring timely billing and collection of outstanding invoices, handling payment

discrepancies, and maintaining accurate financial records to support the organization’s

financial health. Specifically:

• Determine new client creditworthiness prior to account set-up and invoicing,

performing credit checks and establishing acceptable credit limits.

• Generate and distribute customer invoices accurately and timely for all divisions of

Hayes Manufacturing Co.

• Maintain accounts receivable records, keeping the aging report current and properly

applying credits and collections.

• Process, post, and reconcile payments in accounting systems; update cash receipt

logs and bank deposits.

• Monitor accounts for timely payments, follow up with customers on past due

invoices, and escalate collection issues as needed.

• Resolve invoice or payment discrepancies by working with internal departments and

external customers.

• Assist with financial reporting, including preparing accounts receivable analyses

and management reports.

• Support month-end and year-end closing processes related to accounts receivable.

• Ensure compliance with financial policies, maintain confidentiality, and exercise

integrity in financial reporting

• Maintain petty cash, including collecting cash from customers, making change, and

balancing the cash drawer.

• Serve as a point of contact for customer inquiries regarding accounts, payments,

and billing issues.

• Provide timely and professional responses to customer questions via phone, email,

and in person.

• Maintain positive customer relationships by delivering high-quality service and

support for all functions of Hayes Manufacturing Co.

• Support general office operations and provide backup coverage as required.

• File documents and records daily to ensure accurate and organized recordkeeping.

• Other duties as assigned by the Controller or CFO.

Qualifications

• High school diploma or equivalent required; associate’s degree in accounting,

business, or related field preferred.

• 2+ years of experience in accounts receivable, billing, or office administration.

• Proficiency with accounting software, and Microsoft Office Suite (Excel, Word,

Outlook).

• Strong attention to detail, organizational, and multitasking skills.

• Excellent communication and customer service abilities.

• Ability to handle sensitive information with discretion.

• Experience with Ariba or similar billing platforms is a plus