AR & Collections Specialist

Position Overview:

The AR & Collections Specialist supports the Finance and Accounting team by managing day-to-day accounts receivable operations, executing collections activity on outstanding balances, reviewing expenses, providing targeted accounts payable support as needed, as well as streamlining operations through establishing automated approaches. This role is designed for an individual who can step in quickly, operate independently with minimal ramp time, and maintain accuracy and professionalism while handling sensitive financial transactions. 

The position is critical to maintaining healthy cash flow and clean financial records during peak periods or coverage gaps. The ideal candidate brings hands-on AR and collections experience, a detail-oriented mindset, and the ability to navigate ERP or accounting systems with ease. 

This position is a part-time role that consists of weekly hours of 24 hrs/wk. Must be able to commute to the Irvine, HQ office.

Responsibilities:

Accounts Receivable 

• Process and post incoming customer payments accurately and in a timely manner, including checks, ACH, wire transfers, and credit card transactions. 
• Generate, review, and distribute customer invoices in alignment with billing schedules and contract terms. 
• Reconcile AR subledger to the general ledger; investigate and resolve discrepancies. 
• Maintain accurate customer account records, including credit terms, contact information, and payment history. 
• Prepare and distribute aging reports; monitor receivables to identify at-risk accounts. 

Collections 

• Proactively contact customers via phone and email to follow up on past-due balances in a professional and solution-oriented manner. 
• Negotiate payment arrangements and document all collection activity in the system of record. 
• Escalate unresolved or high-risk accounts to Finance leadership with supporting documentation. 
• Track collection outcomes and update aging records with current status and next-action notes. 
• Coordinate with internal Sales and Customer Success teams to resolve billing disputes and deductions. 

Accounts Payable Support 

• Assist with processing vendor invoices, matching to purchase orders, and routing for approval as needed. 
• Support payment run preparation and respond to vendor inquiries on payment status. 
• Help maintain organized AP records and ensure documentation is filing-ready for audit purposes. 

General Finance Support 

• Assist with month-end close tasks related to AR, including journal entries and account reconciliations. 
• Support internal reporting needs with AR data pulls and ad hoc analyses. 
• Adhere to internal controls, documentation standards, and company financial policies throughout all activities. 

Education & Experience:

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent practical experience considered. 
• 2+ years of hands-on experience in accounts receivable, collections, or a related accounting support function. 
• Prior experience in a B2B environment with high transaction volumes is strongly preferred. 
• Familiarity with software or technology company billing models (subscription, perpetual license, maintenance) is a plus. 

Required Qualifications:

• Demonstrated proficiency in accounts receivable processes, cash application, and collections communications. 
• Experience working within an ERP or accounting platform (e.g., Sage, NetSuite, QuickBooks, SAP, or similar). 
• Strong proficiency in Microsoft Excel, including pivot tables, VLOOKUP, and basic data analysis. 
• Ability to manage a high volume of transactions and customer interactions with accuracy and urgency. 
• Excellent written and verbal communication skills; professional and effective in collections outreach. 
• Strong organizational skills with attention to detail and a commitment to data integrity. 
• Ability to work independently, prioritize workload, and meet deadlines in a fast-paced environment. 

Preferred Qualifications:

• Experience with Sage 100, Sage Intacct, or a comparable mid-market ERP system. 
• Exposure to accounts payable workflows, including invoice processing and payment runs. 
• Familiarity with credit risk assessment and working with credit applications or customer credit files. 
• Experience supporting month-end close activities in an AR or accounting operations capacity. 
• Background in manufacturing, industrial software, or technology sectors is beneficial but not required. 
• Comfort navigating cross-functional conversations with Sales, Legal, and Customer teams to resolve billing issues. 

How to Apply:

If you are passionate about UX design and eager to apply your skills to a real-world project, please apply directly through Handshake.