Accounts Receivable & Collections Specialist

Location & Employment Details

Location: Fully remote

Employment Type: Full-time, independent contractor

Working Hours: Standard full-time. Some overlap with U.S. Eastern business hours preferred for collections and internal coordination; full overlap not required.

Reports To: Finance / Accounting lead

About the Company

We are a U.S.-based, family-owned industrial cleaning equipment distributor with more than 50 years in the market, serving business and municipal customers across the Mid-Atlantic and Midwest. We sell, rent, and service a full line of floor scrubbers, floor sweepers, street sweepers, industrial vacuums, and utility vehicles, and we back that equipment with aftermarket parts, on-site and in-shop service, rentals, and facility supplies. Our customers are primarily other businesses, so accuracy, responsiveness, and follow-through in every transaction directly protect our reputation and our cash flow.

About the Role

This role exists because invoicing, receivables follow-up, and payables entry have outgrown the people currently doing them. A large share of our B2B customers require invoices to be submitted through their own online portals — a manual, time-consuming, but non-negotiable process that is currently being handled by higher-cost staff whose time is better spent elsewhere.

We are creating a dedicated Accounts Receivable & Collections Specialist to own portal invoicing end to end, drive timely collections through consistent customer follow-up, and provide accounts payable support as volume allows. The goal is a reliable, detail-driven finance operator who protects our cash flow and frees the rest of the team from repetitive transactional work.

Key Responsibilities

Billing & Portal Invoicing

Enter and submit customer invoices accurately into a range of B2B customer portals, following each customer's specific requirements.
Track submitted invoices through customer approval and payment, and resolve rejections or formatting issues quickly.
Maintain clean, well-documented records of every submission for audit and reference.

Accounts Receivable & Collections

Monitor the AR aging report and proactively follow up on outstanding and past-due balances.
Send professional collections communications (email and written follow-ups) and log all customer contact.
Investigate and resolve billing discrepancies, short-pays, and disputes; escalate at-risk accounts.

Accounts Payable Support

Enter vendor invoices into the accounting system and match them against purchase orders and receipts.
Support payment preparation and help keep vendor records accurate and current.

Coordination & Reporting

Partner with sales, service, and finance to keep billing and receivables moving.
Flag recurring issues, bottlenecks, or process gaps and suggest improvements.

Required Qualifications

2+ years in accounts receivable, accounts payable, billing, or accounting operations.
Hands-on experience entering invoices into customer or vendor portals or comparable high-volume, detail-critical data entry.
Strong written English — collections and customer follow-up are a core part of this role.
Comfort working in an ERP or accounting system and in Excel/Google Sheets.
Proven accuracy and consistency in repetitive, deadline-driven work.
Self-managed and reliable in a remote environment.

Preferred Qualifications

Experience in distribution, manufacturing, wholesale, or another B2B environment.
Dedicated collections experience.
Familiarity with QuickBooks or a comparable mid-market ERP.
Ability to overlap with U.S. Eastern business hours for part of the day.

Ideal Candidate Profile

You are:

Highly organized and detail-obsessed — you catch the invoice that was rejected before anyone asks.
Comfortable owning repetitive, high-stakes work and doing it accurately every time.
Proactive about chasing outstanding balances rather than waiting to be told.
A clear, professional written communicator who can be firm and courteous with customers.
Dependable and low-maintenance in a remote role — you manage your own day and hit your commitments.

Accounts Receivable & Collections Specialist - 20323