Accounts Receivable Coordinator

7 days ago

Calgary, Canada Divine Flooring Full time

Position Summary

The Accounts Receivable (A/R) Coordinator is directly responsible for managing and maintaining the accounts receivable subledger. This position’s main goal is to ensure invoicing is done in an efficient manner and that the company gets paid on time. This position involves performing various functions related to accounts receivable including data entry, invoicing, collections, bad debt write-offs and managing credit limits for customers. The A/R Coordinator is also responsible for administering claims, refunds, adjustments, and any other accounting transactions related to A/R management. This position involves diplomatic interaction with customers and management to maintain great relationships in order to facilitate swift payment of invoices owing to the organization.

What You’ll Do:

Reporting

Provide weekly accounts receivable report to management including dashboard report by end of day Tuesdays Dashboard report should reflect information on current collections, outstanding billable amounts, PO amounts that don’t match invoices, # of invoices processed, # of roll-backs, any bad debt write-offs, customer terms, charge backs and discounts Maintain all back up documents related to A/R transactions and collection communication logs

Leadership

Responsible for making management aware of any changes, challenges etc. that the accounts receivable department is experiencing Responsible for communicating effectively with the sales team and management regarding any collection challenges with customers Responsible for taking the lead when it comes to accounts receivable systems and processes

Financial

Issue invoices daily and distribute to customers, investigate pricing issues and issue cash receipts where required Completing progress invoicing for specific customers, tracking holdbacks, and submitting clearance letters Perform daily reconciliation of payments to invoices Set up and maintain client accounts as required including collecting the proper email address of the accounts payable department of all customers Ensures rapid and consistent collections with the support of the sales team including follow-up with any overdue amounts Support Accounts Payable, when required. Perform other duties as required by the accounting team

Controls

Review billable status report in “Tracker” and ensure that Xero invoice balance for the month matches that amount in order to capture all “billable” customer balances Review the aged trial balance monthly and notify management of any potential bad debts Prepare and issue accounts receivable statements by the first working day of every month

Requirements

Skills Required – Technical

Advanced knowledge and experience with MS Office (Excel, Word) and accounting software (Xero) Minimum 3 years in managing full accounts receivable cycle including reporting, collections, payment processing, credit notes, discounts etc. Basic knowledge of accounts receivable work flow and internal controls

Skills Required – Non-Technical

Effective attention to detail and a high degree of accuracy Able to build and maintain lasting relationships with other departments, customers and other key business partners Strong diplomatic, negotiation and conflict resolution skills in order to handle late payments and delinquent accounts Sound analytical thinking planning, prioritization and organizational skills Able to effectively communicate both verbally and in writing (in English) Strong work ethics and positive team attitude Must possess a high level of moral judgment for handling confidential information and monetary transactions

Education and Experience Required

Diploma or Certificate with a focus on Accounting, Finance or Business Administration is preferred, but not required Minimum 3 years of experience in an Accounts Receivable role or similar Construction or trades industry experience would be an asset Previous experience with Xero accounting software would be an asset

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