Job Purpose

The Accounts Receivable (AR) Specialist is responsible for managing customer receivables, ensuring timely collections, maintaining accurate records, preparing financial reports, and coordinating with internal teams and external stakeholders. This role is critical in supporting the company’s cash flow, financial health, and customer relationship management.

Key Responsibilities

1. Accounts Receivable Operations

• Issue customer invoices, credit notes, and account statements in a timely manner.
• Monitor AR aging and ensure collection of overdue accounts.
• Post and allocate customer payments accurately in the ERP system.
• Reconcile customer accounts on a regular basis to resolve discrepancies.
• Process adjustments for short payments, deductions, or write-offs following policy.

2. Reporting & Financial Analysis

• Prepare weekly and monthly AR aging reports, highlighting overdue balances.
• Generate cash collection forecasts based on receivable trends.
• Submit monthly reconciliation reports of customer accounts.
• Prepare variance analysis between actual collections vs. targets.
• Support Finance Manager in month-end and year-end closing activities.

3. KPIs & Performance Monitoring

• Days Sales Outstanding (DSO) – maintain within company benchmark.
• Collection Efficiency Ratio – target 95%+ on-time collections.
• Dispute Resolution Time – ensure customer issues are closed within agreed SLA.
• Bad Debt Percentage – maintain below company’s risk threshold.
• Accuracy of AR Reports – 100% compliance in ERP and reporting.

4. Internal Communication & Coordination

• Work closely with the Sales Department to clarify billing, payment terms, and customer disputes.
• Coordinate with Customer Service to resolve complaints that impact collections.
• Collaborate with the Purchasing Department to ensure proper documentation of customer contracts.
• Align with Finance & Treasury on cash flow forecasts and reporting.

5. External Communication

• Communicate directly with customers regarding outstanding invoices and payment status.
• Send reminders, statements, and follow-up letters professionally.
• Handle customer queries about billing, account status, or payment discrepancies.
• Build and maintain positive customer relationships while ensuring compliance with company policy.

6. ERP & Process Improvement

• Maintain accurate AR records in the ERP system (Odoo or similar).
• Identify opportunities to automate AR processes and improve efficiency.
• Contribute to the development of AR policies and procedures.