ACCOUNTS RECEIVABLE COORDINATOR JOB DESCRIPTION

An Accounts Receivable Coordinator is the person who makes sure money owed actually arrives. At the individual-contributor level, this means owning an assigned portfolio of customer accounts, reconciling invoice deductions against trade spend records, and keeping days sales outstanding within contracted terms. What makes the work genuinely hard is the gap between what a client's purchase order authorizes and what a remittance actually reflects: resolving that gap requires judgment, not just data entry. Shared Service Centers and mid-market finance teams structure this seat as a high-volume processing role where month-end clearing and audit readiness are standing deliverables.

As the Accounts Receivable Coordinator, you ensure that every invoice issued, every payment posted, and every aged balance followed up on moves the organization's cash position closer to its contracted terms. You operate within the accounting or finance function, supporting corporate accounting leads, treasury inputs, and external audit cycles across a portfolio of clients or business units.

Career Impact: Managing a named client billing portfolio and producing month-end close entries builds the accounts receivable fluency that finance teams promote into senior accounting or credit analyst roles.

Business Impact: When aged receivables slip past terms, cash flow projections become unreliable; the Accounts Receivable Coordinator's daily follow-up work is what keeps those projections grounded in reality.

Growth Opportunity: Exposure to SOPs development, variance reconciliation across a Shared Service Center, and audit support gives candidates direct experience that widens the path toward roles in accounting operations or finance management.

• Post incoming payments to customer accounts based on treasury and bank remittance inputs, ensuring same-day accuracy.
• Generate and distribute invoices to clients, adhering to client-specific billing requirements and purchase order terms.
• Monitor accounts receivable aging and follow up on overdue balances to reduce days outstanding to contracted terms.
• Reconcile customer invoice deductions against trade spend data, identifying and resolving discrepancies for accurate account records.
• Conduct account research and document all client communication and work completed within accounting systems.
• Perform month-end journal entries and clearing activities to support accurate close reporting.
• Develop and maintain standard operating procedures for recurring billing and cash application processes.
• Collaborate with corporate accounting, local offices, and internal departments to resolve unbilled issues and implement process improvements.

• Bachelor's degree in accounting, finance, or a related field, or equivalent work experience.
• 2 or more years of accounts receivable or billing experience, with demonstrated competency in cash application or invoice management.
• Working knowledge of accounts receivable principles, including aging analysis and deductions management.
• Strong spreadsheet proficiency, including use of lookup functions, pivot tables, and data reconciliation techniques.
• Ability to prioritize competing deadlines and resolve billing discrepancies with minimal guidance.
• Clear written and verbal communication skills for daily client correspondence and internal coordination.
• Exceptional attention to detail and organizational discipline to manage a multi-account portfolio without errors.

• Experience in a Shared Service Center or high-volume transaction processing environment with multiple client portfolios.
• Familiarity with enterprise accounting or ERP platforms in a billing or cash application context.
• Prior involvement in audit preparation, including pulling support documentation and responding to auditor inquiries.
• Experience drafting or maintaining standard operating procedures for accounts receivable or billing workflows.

• Days sales outstanding against contracted customer terms, measuring portfolio-level collection timeliness.
• Invoice accuracy rate, reflecting the percentage of invoices issued without deduction disputes or corrections.
• Cash application turnaround time measures how quickly incoming payments are posted and reconciled.
• Aged receivable balance reduction over rolling 30-day periods within the assigned portfolio.
• Month-end close contribution, measured by on-time completion of journal entries and clearing tasks.
• Typical tools: spreadsheet software (commonly Microsoft Excel with pivot tables and V-lookup); ERP or accounting platforms (commonly Oracle, SAP, or Microsoft Great Plains)

• Base Salary Range: $42,000 to $58,000 annually, depending on experience and market
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not typical at this level in non-startup environments
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Hybrid work schedule, professional development reimbursement, 401(k) with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is a condition of employment for this position. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process upon request. Candidates must be authorized to work in the United States.

The Accounts Receivable Coordinator owns the full claims lifecycle for Commercial and Managed Care accounts, from billing through final resolution, ensuring unpaid claims are pursued accurately and on time to meet collection targets. Working within the revenue cycle team and reporting through the billing department, the Accounts Receivable Coordinator minimizes write-offs by identifying billing errors, managing appeals, and collaborating with management to resolve reimbursement roadblocks.

Key Responsibilities

• Follows up on claims from billing through final resolution, including timely pursuit of unpaid claims by assigned payer and aging criteria.
• Identifies and corrects billing errors and resubmits claims to insurance carriers.
• Processes patient refunds in a timely manner.
• Enters, posts, and reconciles payments to accounts.
• Reviews remittance advice for payment errors, denials, and underpayments.
• Researches and resolves customer A/R issues and inquiries.
• Reviews aging reports and sends out monthly statements.
• Places billing and collection calls and initiates appeals when necessary.
• Understands payer contract terms, insurance participation, and coverage restrictions.

Required Qualifications

• Associate's degree or technical school diploma preferred.
• At least 1 year of experience in healthcare A/R.
• Knowledge of dental or medical billing, collections, and insurance terminology preferred.
• Knowledge of basic accounts receivable and accounting principles.
• An understanding of the revenue cycle and its components is preferred.
• Proficiency in Microsoft Excel and Word.
• QSI experience is a plus.
• Ability to identify reimbursement roadblocks and collaborate with management on solutions.
• Strong written and verbal communication skills.

Embedded within a growing accounting function, the Accounts Receivable Coordinator delivers accurate reconciliation of customer trade spend data and reduction of accounts receivable days outstanding to customer terms. Working closely with cross-functional accounting teams, the Accounts Receivable Coordinator develops SOPs, supports credit policy, and ensures the timely receipt of payments as the organization continues to expand.

Core Functions

• Reviews customer invoice deductions and files claims as necessary.
• Summarizes customer trade spend data, reconciling and analyzing accounts.
• Monitors aging and reduces accounts receivable days outstanding to customer terms.
• Maintains a log of customer calls and correspondence.
• Assists in developing and maintaining customer credit policies and procedures.
• Prepares daily bank deposits and monitors A/R for timely receipt of payments.
• Develops and maintains SOPs and provides vacation coverage for other accounting positions as required.

Qualifications & Experience

• A diploma in accounting or a related discipline.
• 3+ years of experience in an accounting environment or related field.
• General understanding of accounts receivable principles.
• Advanced proficiency in Microsoft Excel.
• Experience with Microsoft Great Plains.
• Strong interpersonal and communication skills, both verbal and written.
• Detail-oriented, deadline-driven, and able to manage shifting priorities.
• Valid driver's license.

Reporting to the Associate Bursar, the Accounts Receivable Coordinator produces accurate billing invoices and posts all electronic payment types to the student information system and general ledger to deliver a seamless financial experience for Relay's partners. Partnering with Student Financial Services, the Registrar, campus teams, and student support staff, the Accounts Receivable Coordinator ensures data accuracy across systems and supports annual audit and 1098-T processes.

Primary Duties

• Posts all electronic payment types to the student information system and general ledger accurately.
• Generates invoices and rosters in coordination with the Associate Bursar and distributes them to key partners.
• Completes and aids in reconciliations to ensure data accuracy across the SIS and GL.
• Liaises with Student Financial Services, Registrar, campus, and student support teams regarding student billing.
• Follows up on aged receivables by contacting partners with overdue balances.
• Assists with the annual audit by pulling selections, answering questions, and supporting work papers.
• Assists with the annual 1098-T process and special projects as assigned.
• Conducts weekly sweeps to remove Bursar Holds upon clearance of outstanding balances.
• Processes refunds to students or partners due to overpayment.

Skills & Qualifications

• At least 1 year of experience in a similar role.
• Familiarity with basic accounting principles and nonprofit accounting.
• Strong Excel skills.
• Exceptional organizational skills, attention to detail, and follow-through.
• Strong critical thinking and analytical skills.
• Excellent interpersonal and communication skills.

Sitting at the intersection of claims management and revenue cycle operations, the Accounts Receivable Coordinator reviews aging reports daily across multiple clinics and payers to identify non-payment causes and determine whether additional resources or senior leadership attention is required. Operating across claim production, account follow-up, and payer communication functions, the Accounts Receivable Coordinator supports timely claims generation and accurate resolution of outstanding balances.

Duties

• Reviews aging reports daily to identify areas of focus and determine if additional resources or senior leadership attention are needed.
• Works daily account follow-up cases according to standards set within the work group.
• Reviews unbilled reports to confirm claims generation is occurring or that the unbilled status is justified.
• Identifies the reason for non-payment of claims and refers issues to the appropriate category for resolution.
• Identifies common claim form errors or failures that lead to non-payment by health plans.

Experience & Qualifications

• High school diploma or GED required.
• Minimum of 3 years of experience in healthcare roles involving claim data, claim production, and account follow-up.
• Familiarity with healthcare claims data and revenue cycle components necessary to generate claims.
• Familiarity with 837 claim form formats, including 1500 and UB.
• Familiarity with using online resources and contacting health plans for data on unpaid claims.
• Strong attention to detail.

A key member of the Shared Service Center, the Accounts Receivable Coordinator is mainly responsible for transactional processing of invoicing, cash application, refund requests, credits, and month-end closing for multiple client portfolios. Collaborating across corporate accounting, local offices, and internal departments, the Accounts Receivable Coordinator reconciles variances, implements process improvements, and provides year-end audit support to optimize billing periods and overall AR performance.

Accountabilities

• Generates and distributes invoices, adhering to special billing requirements as required by clients.
• Researches and summarizes unbilled issues to optimize billing periods.
• Posts incoming cash payments per customer instructions based on Treasury and bank inputs.
• Handles research and posting of payments, refunds, and credits as required.
• Works interchangeably with SSC processing teams to reconcile variances and improve performance.
• Implements agreed-upon process improvements and provides year-end support for auditor requirements.
• Communicates and coordinates with corporate accounting, local offices, and internal departments.
• Creates and analyzes various reports as requested and handles other administrative and accounting duties as needed.

Background & Experience

• Bachelor's degree preferred.
• Minimum of 3-5 years of experience in billing, invoicing, or cash application.
• Experience reviewing customer contracts for key details.
• Proficiency in Microsoft Excel and Outlook.
• Experience with Oracle is a plus.
• Ability to prioritize, meet deadlines, and resolve complex problems with minimal guidance.
• Strong interpersonal skills and a proven dedication to teamwork and integrity.
• Detail-oriented, organized, proactive, and able to work in a fast-paced environment.

Reliable client payment cycles depend on the Accounts Receivable Coordinator, who takes ownership of an external billing portfolio by generating customized invoices, conducting account research, and communicating daily with clients to manage collections. Based within the Accounts Receivable team and working interdepartmentally, the Accounts Receivable Coordinator keeps assigned accounts as current as possible while escalating billing or service issues and maintaining thorough documentation in the company software.

Key Deliverables

• Prints and emails or mails weekly special invoices and handles a selected portfolio of external billing accounts, including invoice uploads to third-party sites.
• Sorts and prepares monthly invoices for mailing and generates customized invoices as required by clients.
• Obtains client purchase orders to enable billing and uploads to external sites.
• Conducts account research and analysis to ensure billing accuracy.
• Communicates daily with clients by phone and email to manage collections.
• Identifies and escalates billing or service issues to management.
• Maintains the assigned A/R portfolio, keeping accounts as current as possible.
• Documents all communication and work completed on accounts in the company software.
• Develops client relationships to ensure open communication and timely payments.

Professional Experience

• College degree preferred.
• 2+ years of customer service experience.
• Previous billing and collections experience is a plus.
• Proficiency in Microsoft Office, particularly Excel.
• Strong communication and problem-solving skills.
• Service-oriented and customer-centric approach.

As the Accounts Receivable Coordinator, this role shapes high-volume cash application processing for e-commerce operations, including posting A/R, adjusting journal entries, and performing month-end clearing. The accounting team relies on this work to maintain accurate customer account balances, support internal and external audits, and ensure wire transfers and incoming payments are applied promptly and without error.

What You'll Do

• Assists with all areas of the cash application process, including high-volume transaction posting, and follows up on wire transfers to ensure payments are promptly applied to customer accounts.
• Posts A/R adjusting journal entries.
• Performs clearing for the month-end process.
• Assists with internal and external audits and performs ad hoc projects as assigned by management.
• Serves as backup for invoicing to customers via email, fax, or mail.

Education & Experience

• Bachelor's degree with 1-2 years of experience required; e-commerce experience a plus.
• Proficiency in MS Excel, including V-lookup, pivot tables, and macros, as well as Word and Outlook.
• SAP knowledge and experience with the R/3 Accounting Module (FI); SAP experience preferred.
• Experience working with large volumes of transactions in a high-revenue environment.
• Strong attention to detail and accuracy in a fast-paced environment.
• Strong multi-tasking, analytical, and problem-solving skills.
• Ability to maintain confidentiality, exercise good judgment, and work both independently and in a team environment.