Accounts Receivable Specialist

Reports to: Accounting Manager POSITION SUMMARY The Accounts Receivable Specialist is a detail‐oriented, thorough, and organized Accounts Receivable Specialist that will support the Accounting department. The Accounts Receivable Specialist creates accurate invoices for all revenue streams on a timely basis, receives all customer payments, makes bank deposits, follows the established collections process, and responds to customer inquiries in a professional manner. The Accounts Receivable Specialist is also responsible for managing the data connection between the ERP system and QuickBooks Online that affects their process and troubleshooting issues. ABOUT FIT SOLUTIONS FIT Solutions is an innovative national IT Services firm, and we are growing every day. We are focused on creating a culture of elite raving fans for our employees that solves business problems for our clients. We are on a mission to impact the lives touched by technology. We teach and promote individuals to set and achieve their personal, professional, and financial goals through the work we do together. Measuring results against best-in-class businesses, we are focused on hitting targets. We are a humble and adaptable group of people who continue to train, and role play daily in pursuit of our goals. We are a great fit for team members who are aligned and thrive in a fast-paced, results driven environment. PRIMARY OBJECTIVES Process and maintain customer agreements within the ERP system (ConnectWise), ensuring billing information is accurate and up to date. Generate, review, and distribute customer invoices through ConnectWise and/or Autotask, ensuring successful synchronization with QuickBooks Online. Monitor accounts receivable aging and perform collections activities, including customer outreach, payment follow-up, and escalation of delinquent accounts as needed. Maintain accounts receivable balances within established company targets and provide regular aging and collections reports to management. Manage the customer payment portal, including account setup, payment processing, and customer support related to online payments. Receive, record, and reconcile customer payments, ensuring timely and accurate application of funds to customer accounts. Prepare and complete bank deposits in accordance with company procedures. Investigate and resolve billing discrepancies, payment issues, and account reconciliation concerns. Maintain accurate customer account records and supporting documentation within company systems. Support the organization's cash flow objectives through timely invoicing, collections, and payment processing activities. Ensure compliance with company financial policies, accounting procedures, and internal controls. Provide exceptional customer service while professionally managing billing and payment-related communications. SECONDARY OBJECTIVES Respond to client inquiries regarding invoices, account balances, payment options, and billing discrepancies. Create and maintain customer agreements and project records within ConnectWise. Collaborate with internal departments to obtain and verify client, contract, and billing information. Maintain accurate billing records for managed services, including devices, workstations, servers, software licenses, cloud services, and other recurring offerings. Review service tickets to ensure billing accuracy and identify billable work. Process monthly recurring service invoices in a timely and accurate manner. Prepare and distribute hourly labor, overage, and time-and-materials invoices. Generate and process project-related invoices in accordance with contractual terms and project milestones. Assist clients with setup and access to the online payment portal. Perform collections activities, including monitoring aging reports, contacting customers regarding overdue balances, and documenting collection efforts. Administer client service hold procedures in accordance with company policies. Calculate and invoice applicable late fees. Process customer account adjustments, credits, and billing corrections as needed. Ensure prompt and professional responses to client billing inquiries and concerns. Support month-end closing activities by preparing reports, reconciling accounts receivable balances, and assisting with financial reviews. Maintain accurate customer account records and supporting documentation. Assist with audits and provide requested accounts receivable documentation when required. Complete special projects and ad hoc assignments as directed by the Manager or Controller. Perform other duties as assigned. COMPETENCIES Demonstrates a high level of professional integrity and ethical conduct in handling financial information. Strong organizational and time-management skills with the ability to prioritize competing responsibilities. Ability to maintain strict confidentiality of financial, customer, and company information. Exceptional attention to detail with strong analytical and problem-solving abilities. Self-motivated with the ability to work independently and take ownership of assigned accounts. Proven ability to manage multiple tasks, deadlines, and account portfolios in a fast-paced environment. Adaptable and able to perform effectively in a dynamic environment with changing priorities. Strong verbal and written communication skills, including the ability to professionally interact with customers regarding billing, payment inquiries, and collections. Ability to build and maintain positive working relationships with customers, vendors, and internal departments. Proficiency in researching and resolving payment discrepancies, account issues, and billing concerns. Ability to work effectively both independently and as part of a team. Demonstrated commitment to accuracy, timely follow-up, and meeting departmental performance goals and deadlines. EDUCATION AND EXPERIENCE Minimum of three (3) years of Accounts Receivable, billing, collections, or related accounting experience required. Associate degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent combination of education and experience may be considered. Advanced computer and technology proficiency with the ability to quickly learn and utilize business applications. Intermediate proficiency in Microsoft 365 applications, including Excel, Word, Outlook, PowerPoint, and SharePoint. Experience with QuickBooks Online or similar accounting software required. Experience using ConnectWise Manage for billing, agreements, project invoicing, and service ticket review preferred. Demonstrated experience managing recurring billing, collections, account reconciliations, and customer account maintenance. Strong understanding of accounting principles, invoicing processes, and accounts receivable best practices. AAP/EEO Statement FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. Disclaimer The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands. Apply To This Job