Accounts Receivable Administrator

4 days ago

Calgary, Alberta, Canada Inspired HR Full time

Position Overview

The Accounts Receivable Administrator is responsible for accurately and efficiently managing all incoming payments and related reconciliations to support Thomas Fresh's financial operations. This role ensures timely collection of receivables, accurate application of payments and clear communication with customers regarding account status. The ideal candidate will have strong knowledge of accounts receivable processes, exceptional attention to detail and the ability to manage a high-volume workload. Strong communication skills, professionalism and the ability to work independently while contributing to a collaborative team are essential.

Key Responsibilities and Duties

  • Record and apply customer payments (cheques, ACH, wires) in a timely and accurate manner
  • Monitor customer accounts for overdue balances and proactively follow up on outstanding payments in accordance with company credit terms
  • Respond to customer inquiries regarding invoices, statements, and account status, providing timely and professional support
  • Reconcile customer accounts and investigate discrepancies between invoices, purchase orders, delivery documents, and payments
  • Prepare and distribute weekly and monthly AR aging reports, highlighting overdue accounts and collection priorities
  • Collaborate closely with Sales and Operations teams to resolve invoicing discrepancies or delivery-related issues
  • Support the credit approval process by gathering required documentation and conducting credit checks as needed
  • Process month-end closing tasks including AR reconciliations, adjusting entries, and reporting requirements
  • Prepare and send customer statements monthly or as required
  • Assist in generating daily sales and margin reports, ensuring report accuracy and timely distribution
  • Maintain organized AR documentation in accordance with internal controls and audit requirements
Requirements

Qualifications

  • 3+ years of Accounts Receivable experience required; experience in the produce or food distribution industry is considered a strong asset
  • Strong analytical and problem-solving skills with the ability to identify and resolve account discrepancies
  • Highly organized with strong attention to detail and accuracy in data entry
  • Excellent communication skills (written and verbal) with the ability to interact professionally with internal teams and customers
  • Ability to manage a busy and varied workload, prioritize effectively, and meet tight deadlines
  • Proficiency in MS Office (Excel, Outlook, Word); experience with ERP or accounting systems is an asset
  • Demonstrated ability to work both independently and collaboratively within a team environment

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