Job Description

Accounts Receivable Associate

Job Type: Full-time

Location: Billings, MT

Who We Are:

A&I Distributors is a rapidly growing, family and employee-owned, well established wholesale oil distributor, with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. These partnerships, along with unmatched service to our customers, have enabled the company to grow to one of the premier oil distributors in the nation; a long way from our humble beginnings in 1924.

Role Summary:

Position: Accounts Receivable Associate

Works With: AR Team, Sales Team, Branch Managers, Office Staff, Directors, Customers and External Collection Agencies

Hours: Minimum 40 hours per week M-F 8 am to 5 pm with one hour lunch

Location: On Site 

Compensation:

Benefit Package: 

· PTO

· Holiday Pay

· Health & Dental

· 401k

· Profit Sharing/ESOP

· Life and Disability Insurance

· Employee Discount

Roles & Responsibilities

The Accounts Receivable Associate is responsible for supporting the company's accounts receivable processes by maintaining customer accounts, processing payments, generating invoices, monitoring outstanding balances, and assisting with collections activities. This position works closely with customers, sales personnel, management, and other departments to ensure accurate billing, timely collections, and effective account maintenance.

Accounts Receivable Processing

· Post daily customer payments and deposits accurately and timely.

· Apply payments to customer accounts and reconcile payment discrepancies.

· Maintain accurate customer account records and accounting ledgers.

· Assist in preparing and reviewing invoices and billing documents.

· Ensure payments are processed according to company policies and procedures.

Billing & Invoice Management

· Process incoming mail related to billing, invoices, and customer payments.

· Review invoices for accuracy and completeness.

· Research and resolve billing discrepancies, shortages, and payment issues.

· Communicate with customers regarding billing questions and account status.

· Maintain records of invoices, payments, credits, and adjustments.

Collections & Account Management

· Initiate collection efforts on past-due customer accounts.

· Contact customers regarding outstanding balances and payment arrangements.

· Monitor aging reports and follow up on delinquent accounts.

· Escalate collection concerns and unresolved issues to management.

· Document collection efforts and account communications.

Sales & Internal Communication

· Communicate with sales personnel regarding customer account issues, billing discrepancies, and payment concerns.

· Collaborate with internal departments to resolve account-related inquiries.

· Inform management of accounts receivable issues and collection challenges.

· Assist in maintaining positive customer relationships while protecting company interests.

Recordkeeping & File Maintenance

· Perform routine maintenance of customer account files.

· Ensure customer records contain accurate billing addresses, invoice numbers, tax information, and contact details.

· Maintain electronic and paper filing systems as required.

· Organize, update, and archive account records in accordance with company policies.

· Prepare supporting documentation for audits and financial reviews.

Education & Experience

· High school diploma or equivalent required.

· Associate degree in Accounting, Finance, Business Administration, or related field preferred.

· Previous accounts receivable, accounting, bookkeeping, customer service, or administrative experience preferred.

Knowledge, Skills, and Abilities

· Basic understanding of accounting and accounts receivable principles.

· Strong attention to detail and accuracy.

· Excellent organizational and time-management skills.

· Strong verbal and written communication abilities.

· Ability to handle confidential financial information professionally.

· Proficient in Microsoft Office Suite, including Excel, Word, and Outlook.

· Ability to learn accounting software and company-specific systems.

· Strong problem-solving and customer service skills.

· Ability to prioritize multiple tasks and meet deadlines.

Physical Requirements

· Ability to sit and work at a computer for extended periods.

· Frequently use hands and fingers for keyboard and calculator operation.

· Ability to communicate effectively in person and by telephone.

· Occasionally lift and move files, records, or office supplies up to 25 pounds.

Core Competencies

· Accounts Receivable Administration

· Collections Management

· Customer Service

· Communication

· Attention to Detail

· Financial Accuracy

· Time Management

· Organization

· Problem Solving

· Teamwork

· Accountability

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