Accounts Receivable Clerk

Company Description
Thank you so much for considering our company in your career search Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.
• Social events: Building camaraderie and fostering a sense of community is essential.

Job Description
The Accounts Receivable Clerk is responsible for managing cash applications, performing collections, processing intercompany transactions, handling credit card transactions, and managing preauthorized payments. This role ensures accurate and timely processing of financial transactions, maintains customer accounts, and supports the organization's financial operations with a focus on efficiency and compliance.

Task & Responsibilities:

Cash Application:

• Accurately apply customer payments (checks, wire transfers, EFT, etc.) to outstanding invoices in the accounting system.
• Reconcile payment discrepancies and resolve issues with customers or internal teams.
• Ensure timely and accurate posting of cash receipts to customer accounts.
• Maintain detailed records of payment applications and resolve unapplied cash issues.

Collections:

• Monitor and manage accounts receivable aging reports to identify overdue accounts.
• Contact customers via phone, email, or written correspondence to collect outstanding balances.
• Negotiate payment plans or settlements with customers, as needed, while maintaining positive relationships.
• Escalate delinquent accounts to management or third-party collection agencies when necessary.
• Document collection efforts and update customer account statuses.

Intercompany Transactions:

• Process and reconcile intercompany transactions, ensuring accurate allocation of funds between related entities.
• Verify and record intercompany invoices, payments, and adjustments in compliance with company policies.
• Collaborate with other departments or subsidiaries to resolve discrepancies in intercompany accounts.
• Prepare intercompany reconciliations for month-end closing processes.

Credit Card Transactions:

• Process credit card payments from customers, ensuring secure and accurate handling of transactions.
• Reconcile credit card transactions with bank statements and resolve any chargebacks or disputes.
• Maintain accurate records of credit card transactions for audit purposes.

Preauthorized Payments:

• Manage and process preauthorized payment agreements, including EFT and direct debit transactions.
• Ensure proper setup and maintenance of customer preauthorized payment profiles.
• Monitor and troubleshoot failed or declined preauthorized payments, coordinating with customers to resolve issues.
• Update and maintain records of recurring payment schedules and ensure timely

General Duties:

• Assist in month-end and year-end closing processes, including preparing reports and reconciliations.
• Maintain accurate and organized documentation for all transactions and communications.
• Collaborate with the accounting team to ensure compliance with internal controls and financial policies.
• Provide support for audits by preparing requested documentation and reports.
• Identify opportunities to improve processes and enhance efficiency in accounts receivable operations.

Qualifications:

• College Diploma in Accounting, Finance, or a related field or equivalent work experience is preferred.
• 2+ years of experience in accounts receivable, cash application, or a similar role.
• Proficiency in accounting software (e.g., QuickBooks, Sage, Acumatica) and Microsoft Office Suite (Excel, Word).
• Strong understanding of basic accounting principles and financial processes.
• Excellent attention to detail and accuracy in data entry and reconciliation.
• Strong communication and interpersonal skills for customer interactions and internal collaboration.

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.

Classic Fire + Life Safety is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are also committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act. If you have any accommodation needs or would like to provide us with your feedback, questions, or concerns, please contact our Human Resources department