Accounts Receivable (AR) Finance and Operations Coordinator  

Job Overview: We are seeking a highly organized and detail-oriented Accounts Receivable (AR) Finance and Operations Coordinator to support our finance and operations teams. This role will focus on managing and processing AR transactions, ensuring timely collection of payments, reconciling accounts, coordinating invoicing activities, and handling a variety of administrative tasks across multiple departments. The ideal candidate will possess strong financial acumen, excellent communication skills, and the ability to work effectively in a fast-paced environment.

Key Responsibilities:

Accounts Receivable Management:

• Generate and issue invoices to clients, ensuring accuracy and compliance with company policies.
• Track and monitor outstanding receivables, ensuring timely follow-up on overdue accounts.
• Post and allocate incoming payments in the accounting system (e.g., Xero) and reconcile AR balances.
• Collaborate with clients to resolve discrepancies or payment issues promptly.
• Maintain accurate records of all AR transactions and ensure proper documentation for audits.

Payment Tracking and Reconciliation:

• Reconcile customer accounts regularly to ensure accurate application of payments.
• Perform monthly AR reconciliations and assist with month-end close processes.
• Monitor and report on AR aging, providing insights into collection trends and risks.
• Coordinate with the sales and operations teams to address any invoicing errors or client queries.

Client Communication:

• Respond to client inquiries regarding invoices, account statements, and payment terms.
• Proactively engage with clients to ensure timely resolution of billing or payment discrepancies.
• Provide reminders and follow-ups for overdue accounts, maintaining professionalism and fostering strong client relationships.

Reporting and Analysis:

• Prepare regular AR reports, including aging summaries, payment status updates, and collection forecasts.
• Analyze AR metrics and provide actionable insights to improve collection processes.
• Support internal audits by providing necessary documentation and clarifications related to AR.

Data and Contract Management:

• Maintain and update client billing information in the accounting and CRM systems.
• Ensure proper handling of recurring invoices, subscription renewals, and adjustments.
• Manage contracts and related documentation to ensure billing aligns with agreed terms.

General Administrative Support:

• Process data from various sources, including bank dashboards and internal systems.
• Assist with the preparation of financial reports and transaction summaries.
• Respond to emails and follow up on AR-related issues in coordination with internal teams.
• Maintain organized filing systems for all AR documents, including invoices, receipts, and correspondence.

Qualifications:

• Proven experience in accounts receivable, finance, or operations coordination.
• Familiarity with accounting software (e.g., Xero) and CRM systems.
• Strong attention to detail, accuracy, and analytical skills.
• Excellent communication and organizational skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or Google Suite.

Preferred Qualifications:

• Experience in the healthcare, insurance, or related industry.
• Knowledge of invoicing, payment collection, and reconciliation procedures.
• Familiarity with AR aging reports and collection best practices.
• Previous experience with client relationship management.

Working Conditions:

• Full-time position.
• Full work-from-office experience.
• Ability to meet deadlines and work efficiently under pressure.