Accounts Receivable Clerk

7 days ago

Burnaby, British Columbia, Canada Five Star Building Services Full time

Job Title:
Accounts Receivable Clerk

Position Summary:

The Accounts Receivable (A/R) Clerk is directly responsible for performing data entry and related duties in posting accounts receivables.

This includes preparing invoices accurately, sending invoices out in a timely manner, reconciling with G/L, following up with customers, monitoring credit balances, producing arrears reports and resolving account irregularities.

The A/R Clerk works closely with Account Managers and the Operations team to ensure that payments are collected and deposited in a timely manner.


Department:
Accounting

Manager:
Financial Controller

DUTIES & RESPONSIBILITIES

Invoicing

  • Review's work orders ensuring accurate invoicing
  • Prepares recurring and nonrecurring invoices on a timely manner
  • Enters and uploads invoices into accounting system
  • Primary contact for client invoicing and follow up
  • Sets up new customer account in Sage and performs credit check for new customers
  • Manages, monitors, and improves the A/R process
  • Prepares supplies chargeback invoices by checking source document and verify data such as order/delivery sheet and reconcile to the G/L
  • Updates, monitors, and improves supplies chargeback working paper by assisting Financial Controller
  • Assists Inventory processes with Financial Controller for ongoing projects and supplies chargeback billing procedures
  • Processes billings and claims by electronically submitting, printing, checking and adjusting as required. Bills, claims, and issues statements

Collection

  • Prepares and sends out statement of accounts monthly and follow up with the customers for overdue A/R balances
  • Prepares and reviews A/R aging report on a weekly basis and provides it to management
  • Updates receivables by totaling unpaid invoices and discuss with account managers on a semimonthly basis
  • Assists account managers to respond to telephone and/or front desk inquiries on various issues relating to cashiering and/or designated accounts receivable portfolio
  • Communicates with account managers as necessary to collect overdue balances
  • Follows up with account managers to ensure that arrears are being pursued
  • Prioritizes work to achieve best results on reducing AR to accepted levels
  • Applies the A/R Policy and Procedure standards to accounts to ensure appropriate collection steps taken at various stages of aging
  • Collaborates with the Financial Controller and other management to maintain collection goals and general A/R performance levels.
  • Proactively monitors billing issues as they develop
  • Corresponds with property managers on all updated price information, changes, updates based on results of reviews, interim changes, and renewals
  • Assists customers & coworkers with understanding A/R balances
  • Prepares daily collection report, cheque deposits and reconcile with the G/L

Reconciliation and reporting

  • Summarizes receivables by maintaining invoice accounts; coordinates monthly transfer to accounts receivable account; verifies totals; prepares report.
  • Verifies validity of account discrepancies by obtaining and investigating information from sales and operations departments and from customers.
  • Maintains receivable accounts by reviewing, checking and processing required adjustments such as preparing credit/debit notes or refunds, bad debt writeoff at management's requests and posting from journal to the accounts receivable ledger.
  • Reconciles account balances by matching information such as invoices issued, payments received and refunds, identifying differences and rectifying variances by preparing adjustment/reversal information such as journal vouchers and credit balance refunds.
  • Records sales and inventory, check source documents, verify data and correct
  • Maintain an accurate record of working paper related to AR transactions.

Others

  • Proposes ideas & concepts focused on gains to employee efficiency & productivity in accounting department, mainly for A/R
  • Works on any special financial projects required by the CEO, Director of Operations or Financial Controller
  • Ensures the strict confidentiality and privacy of financial records as they relate to the organization and its customers
  • Assists in Financial Statements preparation; Variance Analysis, Budgeting/Forecasting as requested
  • Works on ad hoc projects, reporting and other operation and accounting functions as required
  • Assists government remittances when requested
  • Other related duties as assigned by management or directed by the Financial Controller

EDUCATION AND EXPERIENCE

  • Recognized postsecondary education in Accounting, Finance, or Business Management OR minimum 3 years' experience in an Accounts Receivable position, with experience in servicerelated invoicing
  • High level of proficiency with Sage 50, Deputy, and Microsoft Office Tools in particular, Excel

KNOWLEDGE, SKILLS AND ABILITIES

  • Strong knowledge of collection regulations and fair credit p

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