Accounts Receivable Administrator

Position Overview:

We are seeking a detail-oriented and proactive Accounts Receivable Administrator to join our finance team. This role is critical in ensuring accurate and timely billing, submission, and reconciliation processes. A key responsibility will be the preparation and submission of client invoices, ensuring that all billing aligns with contract terms and client expectations. The ideal candidate will have strong organizational skills, excellent communication abilities, and a firm grasp of accounting principles related to accounts receivable.

Key Responsibilities

• Client Invoicing

o Review paperwork for accuracy, completeness, and compliance with client pricing contracts, ensuring all charges align with agreed-upon rates and terms before invoicing.

o Export charges to QuickBooks and adjust invoice line items to include all pertinent details (e.g., descriptions, dates, reference numbers).

o Prepare and compile invoice packages that meet specific client requirements and expectations (e.g., supporting documentation, work orders, etc.).

o Obtain appropriate credit approvals and process credit memos in accordance with company policies and client agreements, ensuring accurate account adjustments and documentation.

• Collections

o Submit client invoices through various online portals (e.g., OpenInvoice, Cortex, Jobutrax) following client-specific submission requirements.

o Maintain and update an Excel spreadsheet with detailed invoice data to support accurate reconciliation, monitor outstanding payments, and ensure timely follow-up with clients and the Pacesetter sales team.

o Track invoice submissions to confirm receipt and facilitate timely reconciliation and payment follow-up.

o Collaborate with the Pacesetter sales team to obtain client approval on additional well charges.

Education, Experience, Technical Qualifications

• Post-secondary education or equivalent work experience (2-4 years)

• Strong Microsoft Office skills (specifically Excel – intermediate level)

• Proficiency in OpenInvoice

• Excellent written and verbal communication skills for correspondence with colleagues, other departments, and customers

• Ability to quickly acquire knowledge and skill with differing types of software

• Eligible to legally work in Canada

Additional Skills

• Extremely strong attention to detail

• A confident, self-starter, with the ability to work independently

• Strong time management skills with the ability to prioritize workload amongst competing demands

• Adapt well to change and a varied work environment; flexible and willing to take on duties outside of job description

• Operate effectively within a team environment

• High level of interpersonal skills to handle difficult situations in a professional, timely, and courteous manner

• Maintain a high level of confidentiality both internally and externally to Pacesetter