Accounts Receivable Clerk

**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 non-recurring 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 semi-monthly 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 write-off 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 post-secondary education in Accounting, Finance, or Business Management OR minimum 3 years’ experience in an Accounts Receivable position, with experience in service-related 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