ACCOUNTS RECEIVABLE REPRESENTATIVE JOB DESCRIPTION

An Accounts Receivable Representative is someone who keeps money moving, from customer invoice to posted payment, without detours into bad debt. That sounds simple until a retail chain disputes a chargeback, a delinquent DSO figure climbs past tolerance, or a credit hold stalls an order release. The role sits within the finance or accounting function and owns a defined portfolio of customer accounts, answering to the A/R manager or controller. Portfolio size and days-sales-outstanding are the numbers this person lives by.

As the Accounts Receivable Representative, you own the full collections and cash application cycle for an assigned customer portfolio, directly influencing the organization's cash flow position and bad debt exposure. You operate within the finance team, collaborating daily with internal business units, branch managers, and external customers to resolve disputes, post payments accurately, and enforce receivables strategy.

Career Impact: Hands-on ownership of a named customer portfolio, including major retail chains and specialty accounts, builds the reconciliation and negotiation depth that senior A/R and credit analyst roles require.

Business Impact: The accuracy of your payment posting and the speed of your delinquency resolution determine whether the company's monthly GL close reflects reality and whether orders ship on time.

Growth Opportunity: Consistent performance against DSO and bad debt targets is the clearest path to Credit Analyst, A/R Supervisor, or Collections Manager positions within corporate finance.

• Manage assigned customer account portfolios by executing a designated receivables strategy to minimize delinquent balances.
• Initiate outbound collection contact for past-due accounts, prioritizing phone outreach and following up within 24 hours when unresponsive.
• Process and post incoming payments accurately, applying cash application research to resolve discrepancies and short pays.
• Investigate chargebacks through root cause analysis and coordinate resolution with customers or internal business units.
• Conduct monthly account reviews using aging reports to ensure receivables are collected and escalate accounts requiring management intervention.
• Perform statement maintenance, including small-dollar write-offs and overpayment clearing, with appropriate authorization.
• Assist with monthly GL close activities to ensure all A/R transactions are correctly recorded.
• Support cash flow forecasting by identifying and promptly reporting potential bad debt accounts.

• Bachelor's degree in business, finance, accounting, or a related field, or equivalent work experience.
• Two or more years of accounts receivable or collections experience, with demonstrated ability to manage a customer portfolio.
• Strong reconciliation and attention-to-detail skills, with the ability to analyze aging reports and identify discrepancies.
• Effective negotiation and conflict management skills, with the ability to reach payment resolutions on delinquent accounts.
• Solid analytical and problem-solving ability, including root cause analysis for chargebacks and disputed balances.
• Excellent written and oral communication skills, with the ability to interface with customers, branch managers, and internal finance teams.
• Strong organizational skills and the ability to prioritize daily workload to meet processing deadlines and company standards.

• Prior experience with retail chains, specialty boutiques, or international customer accounts, including familiarity with their billing and dispute processes.
• Working knowledge of financial information systems and general ledger platforms, with ERP or order management system experience a plus.
• Experience assisting with cash flow forecasts or participating in process improvement projects within an A/R or finance department.
• Familiarity with credit risk evaluation and the ability to assess account exposure when recommending write-offs or credit holds.

• Days Sales Outstanding (DSO) for the managed portfolio, measured against the team target.
• Bad debt write-off rate, reflecting the accuracy of risk identification and escalation timing.
• Payment posting accuracy rate, tracking the percentage of cash applied without error or rework.
• Collection contact frequency compliance, measured against the required minimum touches per account per month.
• Chargeback resolution cycle time, tracking days from dispute identification to closed status.
• Typical tools: spreadsheet and office productivity software (commonly Excel, Word, Outlook); A/R and ERP platforms (commonly NetSuite or comparable financial systems).

• Base Salary Range: $42,000 to $58,000 annually, depending on experience and location.
• Bonus: Discretionary annual bonus, typically 3 to 6 percent of base salary.
• Equity: Not typically offered at this level in corporate A/R roles.
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size.
• PTO: 10 to 15 days annually, plus standard federal holidays.
• Common Perks: Hybrid work scheduling where available; professional development reimbursement for finance certifications.

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

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

The Accounts Receivable Representative owns the processing of denied insurance charges and appeals to ensure timely account resolution and reliable cash flow for the organization. Working within compliance frameworks including HIPAA and managed care contracts, this role supports financial stability by identifying denial trends and collaborating with billing and coding teams to prevent future revenue loss.

Key Responsibilities

• Process insurance denials and appeals to ensure timely account resolution.
• Investigate charges with insurance carriers when no response is received within 45 days of claim submission.
• Identify denial trends and determine process changes to prevent future denials.
• Review and maintain understanding of insurance carriers' rules and regulations for efficient claims submission and resolution.
• Work with other teams to address editing, coding, and payment-related issues.
• Maintain compliance with government insurance regulations and managed care contractual obligations.
• Stay current on trends and regulations in the financial and healthcare industries.
• Maintain confidentiality of all patient, staff, and organizational information in compliance with HIPAA mandates.
• Attend staff meetings and complete education programs as requested or approved.

Required Qualifications

• High School Diploma or GED required; two or more years of medical billing experience in accounts receivable required.
• Intermediate computer proficiency required, including Microsoft Office Suite and Imagine Billing software.
• Ability to read and comprehend operational documents, write routine correspondence, and communicate complex ideas effectively.
• Ability to solve practical problems, interpret varied instructions, and deal with concrete variables in situations with limited standardization.
• Ability to properly analyze and adjust patient account balances to maintain fiscal accuracy.
• High-level access to confidential patient data, requiring strict adherence to HIPAA and related compliance obligations.
• Ability to work collaboratively with patients, attorneys, government agencies, hospitals, physicians, and insurance representatives.

Embedded within the finance team, the Accounts Receivable Representative delivers full-cycle A/R activities, including collections, cash application, and GL close participation to ensure payments are accurately posted, and delinquent DSO is minimized. Working closely with internal business units and external customers across retail chains, specialty boutiques, and international accounts, this role safeguards cash flow and reduces credit risk through portfolio management and root cause analysis.

Core Functions

• Perform full-cycle A/R activities and initiate persistent collection efforts on delinquent accounts.
• Participate in monthly GL close activities to ensure all A/R transactions are correctly recorded.
• Identify and promptly report potential bad debt accounts.
• Assist with cash flow forecasts.
• Conduct system testing as appropriate to validate data and process flows.
• Assist in resolving accounts on credit hold to ensure the timely release of orders.
• Investigate chargebacks via root cause analysis and resolve with customers or internal business units.
• Manage select customer accounts receivable portfolios by following a designated receivables strategy.
• Conduct payment analysis to ensure timely receipts, accurate billing, minimized credit risk, and limited delinquent DSO.
• Participate in projects aimed at continuously improving business and department processes.

Qualifications & Experience

• Bachelor's degree in business, finance, or accounting required.
• Two or more years of experience in accounts receivable and/or collections required.
• Retail apparel industry experience highly preferred, including familiarity with major retail chains, specialty boutiques, and international accounts.
• Proficiency in Microsoft Office Suite, with a high degree of proficiency in Excel, Word, and Outlook; working knowledge of financial information systems, with NetSuite a plus.
• Strong attention to detail and reconciliation skills.
• Solid analytical and problem-solving ability.
• Effective negotiation and conflict management skills, with strong organizational and time management skills.
• Strong communication skills, both oral and written, with the ability to interface with internal and external customers across business units.

Reporting to branch and department management, the Accounts Receivable Representative shapes the collection of assigned accounts through outbound contact, payment processing, and write-off authorization to minimize past-due balances and company exposure. Partnering with department supervisors, managers, and team members, this role drives process improvements and maintains account accuracy across multiple branches to protect cash flow.

Primary Duties

• Review reports to ensure all accounts are reviewed monthly, and aged receivables are collected.
• Initiate outbound calls and emails for past-due accounts and ensure contact is made, including sending past-due notices.
• Follow through on promises to pay and payment arrangements to mitigate company exposure.
• Prioritize daily work and projects to ensure timely processing and adherence to company standards.
• Keep management and respective branches updated on accounts requiring additional assistance.
• Process and post payments, and write off uncollectable balances with appropriate authorization to maintain account accuracy.
• Apply knowledge of cash application processes and research to support accurate account management.
• Collaborate with department supervisors, managers, and team members to identify and implement process improvements.

Skills & Qualifications

• Two or more years of previous collections experience.
• Associate's Degree required.
• A combination of work experience and education may be substituted.
• Proficiency with Microsoft Office products, primarily Excel and Word.
• Exceptional written and oral communication skills.
• Strong analytical and problem-solving abilities with attention to detail.
• Strong negotiation skills with the ability to make calculated decisions.
• Ability to provide excellent customer service.

Sitting at the intersection of collections and cash application, the Accounts Receivable Representative leads contact efforts on accounts with 30-plus day balances, submits weekly status reports, and coordinates with the Cash Apps department to resolve outstanding issues. Operating across general office functions and collector coverage responsibilities, this role supports consistent past-due resolution and contributes to the financial health of the organization.

Duties

• Contact all accounts with 30+ day balances a minimum of three times per month, with weekly follow-up on all accounts with 60+ day balances.
• Submit weekly status reports and pursue past-due resolution in a consistent and reasonably aggressive manner.
• Prioritize phone contact over email for unresponsive accounts, with follow-up within 24 hours of no response.
• Perform regular statement maintenance, including small-dollar write-offs, short pays, and overpayment matching and clearing.
• Enter detailed notes into the DCS notes area and copy email correspondence into the Web Wall.
• Share responsibility for answering incoming calls with other collectors and ensure adequate coverage during lunches.
• Coordinate with the Cash Apps department to resolve issues and answer questions.
• Pull checks as needed and submit monthly timecards.
• Perform general office duties, including copying, filing, and faxing, and carry out additional assigned duties as appropriate.

Experience & Qualifications

• Bachelor's degree required (no specific major or concentration required).
• Proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
• Excellent oral and written communication skills.
• Strong analytical and problem-solving skills.
• Strong organizational skills and work ethic, with the ability to work both independently and in groups.