Accounts Receivable Specialist
3 days ago
City of Industry
Job Description SUMMARY The AR Specialist is a seasoned member of the finance team responsible for managing the accounts receivable process, including billing, payment collection, reconciliation, and resolving complex billing issues. This position requires extensive experience, deep knowledge of credit and collection practices, and the ability to work with greater autonomy in a fast-paced environment. The AR Specialist helps drive collections through problem-solving, effective communication, and cross-functional coordination. RESPONSIBILITIES • Contact customers via phone and email to resolve past-due balances, working professionally to maintain relationships and ensure timely payment., • Accurately apply and track customer payments using ERP systems and web-based portals, ensuring data integrity and reconciliation across platforms., • Perform detailed account reconciliations, investigating discrepancies and coordinating with internal teams to drive timely resolution., • Negotiate and structure payment arrangements on severely delinquent accounts, working closely with stakeholders to balance risk management and customer retention., • Monitor and resolve customer disputes in collaboration with the operations teams, escalating unresolved issues as needed and maintaining accurate records in the dispute tracker to ensure timely resolution, • Evaluate high-risk and over-limit credit transactions using sound judgment and department guidelines., • Maintain high availability in call and support queues, ensuring timely, professional responses to customer inquiries related to payments, invoices, and account status., • Manage specialized accounts with large volume requiring tailored support, including public sector clients and key accounts with contractual billing requirements., • Analyze customer payment trends and conduct monthly credit reviews with branch or operations teams to develop targeted collection strategies and recommend appropriate actions., • Coordinate virtual or phone meetings with customers as needed to resolve outstanding disputes, explain balances, and ensure clear communication to realign the busines relationship, • Provides lead training and mentorship to new team members, offering comprehensive guidance on systems, best practices, and company credit policies to build departmental capability, • Ensure adherence to internal credit policies, procedures, and applicable regulations, • Maintain accurate and comprehensive customer diary notes/records including contact information, billing terms, payment history, and credit decisions in ERP and CRM systems, • Support department-wide performance goals by monitoring individual metrics, adapting collection strategies, and participating in process improvement initiatives., • Provide knowledgeable and reliable support for the preparation and processing of Preliminary Notices and Lien Releases, ensuring compliance and accuracy with state regulations and project deadlines, • Assist in creating accounts specific to business and customer needs, • Identify open invoices on cash accounts with operations team for payment recovery, and proceed with credit adjustments on all uncollected invoices over 60 days past due by month-end, • Serve as a peer leader within the team, providing expert problem-solving support and guidance while modeling professionalism and accountability., • Basic reporting responsibilities to support daily credit and collection efforts*, • *Reports may vary based on business needs, • High School Diploma, GED, or equivalent required, • Minimum of 4 years of experience in accounts receivable, credit, or collections (preferably in the construction or B2B industry), or an associate's degree plus 2 years of relevant experience, • Intermediate proficiency in Microsoft Excel (e.g. filters, basic formulas, pivot tables), • Strong verbal and written communication skills, • Excellent attention to detail, time management, and ability to follow through on tasks, • Comfortable managing high call and email volume in a fast-paced environment, • Ability to handle confidential financial data with professionalism and discretion, • Strong problem-solving and reconciliation skills with a customer-focused mindset, • Familiarity with construction billing terms, lien notices, and credit policies a plus, • Proactive communication on problem areas with suggestions for solutionsCompany DescriptionOur history began in 1919 when Quinn Company supplied the Killifer Disc and Holt Tractor to the Fresno area farmers in their quest to develop the great San Joaquin Valley into the worlds richest agricultural region. In 1925, when Holt and Best Tractor Company merged to form Caterpillar Tractor Co. (now Caterpillar Inc.), Quinn became its dealer in the Fresno and Madera County area. Since then, we have expanded through acquisitions and grown along with the economy of California. Now in our fourth generation of family ownership, our operations span fifteen counties throughout central and southern California, including Arizona. Quinn now has 25 locations from Salinas to Foothill Ranch with more than 1600 employees to serve our customers. We are proud of the success we have built with the help of our customers, our employees and Caterpillar. history began in 1919 when Quinn Company supplied the Killifer Disc and Holt Tractor to the Fresno area farmers in their quest to develop the great San Joaquin Valley into the worlds richest agricultural region. In 1925, when Holt and Best Tractor Company merged to form Caterpillar Tractor Co. (now Caterpillar Inc.), Quinn became its dealer in the Fresno and Madera County area. Since then, we have expanded through acquisitions and grown along with the economy of California.\r\n\r\nNow in our fourth generation of family ownership, our operations span fifteen counties throughout central and southern California, including Arizona. Quinn now has 25 locations from Salinas to Foothill Ranch with more than 1600 employees to serve our customers.\r\n \r\nWe are proud of the success we have built with the help of our customers, our employees and Caterpillar.\r\n\r\n