Receivables Management Specialist

1 week ago

Hyattsville, Maryland, United States J S Wagner Inc Full time
Job Overview

Join J S Wagner Inc, a leader in innovative construction and historic restoration services, where quality and trust are at the forefront of our operations.

Position Summary

The Financial Collections Coordinator plays a crucial role within the finance team, tasked with overseeing customer payment processes and ensuring precise financial documentation. This position is essential for maintaining the organization’s cash flow and overall fiscal stability. Collaboration with various departments, including sales and operations, is key to ensuring accurate records and effective payment collection for our services.

Key Responsibilities

  1. Invoice Oversight
    • Collaborate with departments such as operations and sales to track and manage outstanding invoices and follow up on overdue accounts.
    • Confirm with coordinators that all invoicing reflects the services rendered or products delivered accurately.
    • Keep detailed records of all invoices issued and monitor outstanding amounts.
  2. Payment Processing
    • Implement collection strategies for overdue accounts while adhering to company policies and fostering positive customer relationships.
    • Manage the collection of payments from clients, ensuring timely receipt and follow-up on overdue invoices, and escalate to collections if necessary.
    • Process and deposit payments received through checks, credit cards, and electronic transfers.
    • Record and reconcile customer payments within the financial system.
  3. Customer Account Management
    • Maintain accurate and current records of customer accounts, including payment histories and outstanding balances.
    • Update customer information as needed to ensure all account details are accurate.
    • Provide monthly statements to clients to facilitate timely payments.
  4. Dispute Resolution
    • Deliver exceptional customer service by addressing inquiries and resolving billing issues promptly and courteously.
    • Resolve discrepancies or disputes related to invoices or payments efficiently.
    • Work with internal teams to investigate and rectify errors.
  5. Reporting and Insights
    • Generate regular reports on accounts receivable status, including month-end summaries, aging reports, and collection progress.
    • Offer insights and recommendations for enhancing accounts receivable processes.
    • Assist in preparing financial statements by providing relevant accounts receivable data.
    • Support Work In Progress (WIP) filing as needed.
  6. Compliance and Best Practices
    • Ensure all accounts receivable activities comply with company policies and applicable regulations.
    • Stay informed on industry best practices and implement improvements to the accounts receivable process.
    • Assist with audits by providing necessary documentation and explanations.
    • Collaborate with the Operations team to ensure accurate submission of Accident/Incident reporting.
    • Proactively communicate any critical issues to the VP of Finance for prompt resolution.
  7. Administrative Support
    • Complete annual business license renewals.
    • Assist with the preparation and implementation of benefit renewals.
    • Maintain accurate employee records.
  8. Office Coordination
    • Provide backup support for office coordination tasks, including facilities management, event coordination, office equipment management, and visitor management.
    • Act as a liaison between IT vendors and employees regarding IT-related matters.

And perform any other duties necessary to help drive our Vision, fulfill our Mission, and uphold our Organization's Values.

Qualifications and Skills

  • 2-3 years of experience in accounts receivable or a related financial role.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational skills, effective communication abilities, attention to detail, and capacity to multitask.
  • Solid understanding of accounting principles and accounts receivable processes.
  • Experience with accounting software (e.g., QuickBooks, SAP) and MS Office, particularly Excel.
  • Exceptional attention to detail and accuracy in data entry and financial reporting.
  • Strong analytical and problem-solving capabilities.
  • Effective communication and interpersonal skills.
  • Able to manage multiple tasks and prioritize effectively.

Preferred Qualifications

  • Bilingual in Spanish and English.
  • Experience in the roofing industry.
  • Associate's or bachelor's degree in accounting, finance, or a related field.

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