Accounts Receivable Specialist

JOB DESCRIPTION 

Pro-Sweep, Inc. is a trusted leader in commercial property maintenance, proudly serving the Greater Bay Area since 1982. As a family-owned business, Pro-Sweep specializes in a wide range of services, including parking lot sweeping, day portering, janitorial services, construction cleanup, graffiti removal, and more. With a strong commitment to environmental responsibility, Pro-Sweep integrates Green Waste Recycling and Water Reclamation programs into its operations, ensuring compliance with EPA and OSHA standards. Join a team dedicated to excellence, sustainability, and community care. 

Position Overview: 

The Accounts Receivable Specialist will play a key role in reconciling customer accounts, resolving outstanding balances, and improving accounts receivable processes. This position requires a detail-oriented professional with strong analytical skills who can identify discrepancies, resolve outstanding accounts, and support the accounts receivable team in streamlining operations. The ideal candidate will be highly organized, able to work independently and collaborate effectively with internal teams and customers to enhance cash flow and ensure accurate financial reporting. 

Key Responsibilities: 

Accurately process and apply customer payments (including checks, ACH, and other forms of payment) while ensuring supporting documentation is referenced and properly saved. 

Investigate and resolve discrepancies in customer accounts to ensure accurate balances and proper application of payments, collaborating with relevant departments as needed. 

Research and resolve billing issues and customer disputes by coordinating with internal teams and providing all necessary documentation, ensuring customer satisfaction and maintaining positive relationships. 

Research customer payment information in QuickBooks Online, analyze account details and document findings for review by management, ensuring accurate and timely responses to customer payment inquiries. 

Review and process credit memos, adjustments and refunds as required, ensuring compliance with company policies and maintaining proper documentation for future reference. 

Proactively manage overdue balances by investigating unapplied cash, credit memos, and open invoices, processing credit memos and adjustments as appropriate, and taking necessary steps to resolve disputes promptly. 

Reach out to customers regarding overdue invoices in a timely and professional manner, working to ensure prompt payment while maintaining strong customer relationships. 

Maintain accurate financial records and ensure compliance with internal policies, including timely reconciliations and reporting. 

Collaborate with internal teams to resolve accounts receivable-related issues, streamline processes and implement improvements to optimize collections. 

Identify and recommend process improvements in the accounts receivable workflow to enhance efficiency, reduce errors and improve cash flow.  

Qualifications: 

Associate’s degree in Accounting, Finance, or a related field (Bachelor’s preferred but not required). Minimum of 2 years of experience in accounts receivable, collections, or billing, preferably in a high-volume environment 

Deep understanding of accounts receivable processes, including invoicing, cash application, dispute resolution, and aging analysis.  

Extensive experience with financial software applications, specifically QuickBooks Online 

Capable of conducting thorough research of customer payment histories, analyzing data, and documenting findings clearly. 

Proficiency in Microsoft Office Suite, particularly Excel, for data analysis, reporting and working with large datasets. 

Excellent written and verbal communication skills with a focus on building and maintaining customer relationships while resolving billing and payment issues.  

Strong analytical and problem-solving abilities with a high level of accuracy and attention to detail.  

Ability to work independently and collaboratively, managing multiple priorities with excellent time management and organizational skills in a steady work environment.