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Accounts Receivable Specialist PT 30 Hours/Week

2 months ago

Wheaton, United States Servpro Part time
Job DescriptionJob DescriptionSalary: $25.00 - $30.00

Position Summary / Purpose

Facilitate the timely collection of accounts receivables by managing the collections process.

Execute elevated accounts receivable collection process in order to expediate timely payments

 

Primary Duties and Responsibilities

  • Create invoices from line item bills upon request, ensuring accurate back up documentation is in place.
  • Collect overdue receivables
  • Track all incoming customer payments (all franchises and all types of payments), and maintain documentation of all payments
  • Follow Servpro collection process
  • Prepare Servpro royalty reports
  • Ensure line item bills are detailed according to direct vs. subcontract services for royalty purposes
  • Review job file management files for open POs to ensure we are billing for all work performed by Company
  • Complete inter-office documentation
  • Make deposits to Company bank accounts
  • Provide statements to Project Coordinators (PC’s) for paid residential accounts daily
  • Close “no sale” jobs in Dash, QBO and WorkCenter
  • Monitor all bank accounts for ACH/Wire payments
  • Produce daily payments received report and disperse
  • Calculate and track lien dates for all invoices over 15 days aging, communicate lien dates to staff
  • Arrange and track payment plans
  • Attend mitigation WIP meetings
  • Maintain contact with in-house counsel regarding receivables, liens, etc. as needed

 

  • Request and forward information regarding Centers of Influence (COI’s) for job specific purposes
  • Process ACH applications for vendors, to enable ACH payments to Company
  • Monitor Dash “Invoice Pending” and “Completed with Paperwork” lists twice weekly for problems
  • Provide owner a Referral Fee Due Report monthly for referral fees due to other Servpros in return for job leads
  • Facilitate invoices and payments for referral fees due to other Servpros
  • Follow up on job referrals sent to other Servpros to determine if a job resulted and if Company is owed a referral fee
  • Complete lien waivers as needed, obtain appropriate signatures, notarize and disperse


Additional Duties and Responsibilities

  • Update project notes

 

Decision Rights and Authority

  • Prepare invoice documents based on documentation provided


Working Relationships and Scope

  • Maintain timely communication and flow of information from production management team to CFO and Controller.

 

Performance Competencies

  • Oral Communication–Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem, and describe the steps that will be taken. Adaptable and able to think on his / her feet.
  • Written Communication–Writes clear, precise, well-organized letters, proposals, and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.
  • Planning and Organizing–Plans, organizes, and schedules his / her time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple tasks simultaneously. Pays attention to details.
  • Process Orientation–Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete their job and what others require. Has a continuous improvement mindset–is always thinking about ways to improve and streamline business processes.
  • Technology–Regularly uses standard word processing, spreadsheet, and presentation software tools to enhance efficiency and accuracy of work performed. Proficient at using company-approved software applications for bookkeeping, customer information, and job notes.

 

 

 

Qualifications-Knowledge, Skills, and Abilities

  • Education and Experience

High school diploma (or GED) plus a minimum of three (3) to five (5) years of office or bookkeeping experience.

  • Bookkeeping and Accounting

Basic understanding of bookkeeping and cash flow. Experience using Quickbooks

  • Mathematical Skills

Adequate math skills. Ability to compute ratios and percentages

  • Computer Skills

Demonstrates intermediate proficiency in the use of computers and computer software, especially MS Office, Word, and Excel. Ability to learn and use enterprise software applications for tracking customer information, posting job notes, scheduling work, and calculating job profitability.

  • Certificates, Licenses, and Registration

None required for this position.



Physical Demands

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.

 

 Working Conditions

  • The work of this position is predominantly carried out in an office environment. Daily exposure to the shop where vehicles and equipment are housed and maintained is expected.
  • Noise level in the work environment is usually quiet.