Sr. Accounts Receivable Specialist
Position Summary
We are seeking an experienced Sr. Accounts Receivable Specialist with a strong foundation in Order Management to join our Finance team. This is a critical investigative role at the intersection of billing accuracy, contract compliance, and the Order-to-Cash cycle. The ideal candidate brings deep hands-on experience reviewing purchase orders, customer contracts, and service work orders – and knows how to trace billing discrepancies back to their operational root cause.
This role goes beyond standard A/R collections. You will serve as the primary investigator for complex invoice disputes, working cross-functionally with Order Management, Service Operations, Logistics, Sales Operations, and Finance to ensure every invoice accurate reflects completed services, agreed-upon pricing, and contractual terms.
Key Responsibilities
- Order Management Investigation & Invoice Validation
- Own end-to-end investigating of billing discrepancies rooted in order management processes – including purchase order mismatches, service completion gaps, pricing variances, and contract deviations.
- Review and validate purchase orders, customer contracts, service work orders, and installation documentation to confirm billing eligibility prior to dispute resolution.
- Trace invoice errors to their point of origin in the order lifecycle – from order entry and pricing setup through service execution and billing output.
- Identify systemic order management issues driving repeat billing disputes and escalate process gaps with documented root cause findings.
- Partner closely with Order Management and Service Operations teams to close the loop between field execution and billing accuracy.
- Accounts Receivable & Collections
- Monitor and manage customer aging reports to ensure timely collection of outstanding balances across a complex, high-volume portfolio.
- Conduct practice outreach via phone and email to follow up on past-due invoices, with emphasis on dispute-driven payment delays.
- Maintain accurate documentation of all customer communications, payment commitments, and collection activity.
- Develop customer-specific collection strategies informed by account history, dispute patterns, and contractual payment terms.
- Dispute Resolution & Credit/Debit Memo Processing
- Lead resolution complex invoice disputes from investigation through closure – ensuring proper documentation, stakeholder alignment, and timely correction.
- Issue credit and debit memos following thorough investigation; validate all adjustments with appropriate internal stakeholders before processing.
- Maintain accurate records of account adjustments, dispute history, and resolution outcomes for audit and reporting purposes.
- Customer Account Reconciliation
- Reconcile customer accounts to identify and resolve unapplied cash, short term payments, deductions, and disputed balances.
- Clear resolved items promptly to ensure accurate aging balances and clean account records.
- Investigate discrepancies between invoices, customer remittances, and internal payment records.
- Cross-Functional Collaboration
- Act as a liaison between Finance and operational teams – translating billing requirements, contract terms, and dispute findings into actionable resolutions.
- Support Order Management, Logistics, and Sales Operations in understanding how execution decisions impact billing outcomes.
- Participate in cross-functional process improvement initiatives aimed at reducing invoice error rates and dispute volumes.
- Document recurring dispute root causes and drive recommendations for improvements to billing processes, order entry standards, and contract setup.
- Assist in developing and maintaining standard operating procedures (SOPs) for A/R investigation and dispute handling workflows.
- Contribute to initiatives that improve invoice accuracy, shorten dispute resolution cycles, and strengthen the overall Order-to-Cash process.
- All other duties as assigned
Education
- Bachelor’s degree in Finance, Accounting, Business Administration, or a related field preferred.
Experience
- 4-6+ years of experience in Accounts Receivable, Billing, or Order-to-Cash operations, with demonstrated exposure to order management processes.
- Proven experience investigating invoice discrepancies that originate in order management – including PO mismatches, pricing variances, service completion issues, and contract deviations.
- Background in service-based, field service, or contract-driven billing environments strongly preferred.
- Experience working cross-functionally with Order Management, Service Operations, or Logistics teams to resolve billing and order issues.
Required Skills
- Deep investigative capability – ability to trace billing issues through the full order lifecycle to identify root causes.
- Proficiency in reviewing purchase orders, customer contracts, and service documentation to validate billing accuracy.
- Strong experience resolving complex, multi-stakeholder invoice disputes with full documentation and proper escalation.
- Customer account reconciliation expertise, including handling of unapplied cash, short payments, and deductions.
- Collections experience with professional customer communication skills across phone and email channels.
- High attention to detail with the ability to manage multiple investigations simultaneously without sacrificing accuracy.
- Proficiency in Microsoft Excel and ERP systems (Oracle, SAP, or similar).
Preferred Skills
- Direct experience in service-based or field service billing environments.
- Familiarity with Order-to-Cash process architecture and how order management decisions affect billing output.
- Experience with dispute management workflows and credit/debit memo processing.
- Ability to analyze data trends across disputes to identify operational improvement opportunities.
Physical Requirements
- Vision correctable to 20/20.
- Finger dexterity for keyboarding and computer usage.
- Ability to sit and stay focused for long periods of time.
Work Environment
This role operates within a collaborative Finance environment that requires frequent, substantive interaction with internal operational teams and external customers. The position demands the ability to manage concurrent, multi-faceted investigations while maintaining high levels of accuracy, professionalism, and cross-functional engagement. A strong sense of ownership and the ability to drive issues to resolution – across department lines – is essential to success in this role.