Accounts Receivable Coordinator

Voyant Beauty believes our people are more than just employees; they’re the driving force behind everything we achieve. Our culture fosters teamwork, respect, and camaraderie, ensuring that every individual’s contribution is valued and celebrated. We invest in their growth, providing opportunities for development and advancement within our dynamic team.

Voyant Beauty is a company that specializes in the development and manufacturing, of beauty, personal and home care products. We work with various brands, retailers, and businesses to create customer formulations and products tailored to their needs. This can include skincare, haircare, bath and body products, fragrances, and more. Essentially, Voyant Beauty serves as a one-stop-shop for companies looking to bring their beauty and personal care product ideas to life.

Safety is a core value at Voyant Beauty. We prioritize the well-being of our team members, ensuring a safe and secure environment where everyone can thrive and excel.

If you’re seeking to be part of a team where your talents are valued, your safety is paramount, and your efforts contribute to meaningful change, then Voyant Beauty is the place for you. Come join us and be a part of our journey.

A Brief Overview
The Accounts Receivable Coordinator is responsible for managing the company's invoicing, payment collection, and account reconciliation processes. This role ensures timely and accurate billing, applies customer payments, and follows up on overdue accounts. The Coordinator will collaborate with internal teams to resolve discrepancies, monitor credit risks, and maintain customer relationships. Additionally, the role involves generating reports, analyzing receivables, and supporting process improvements to optimize the accounts receivable function.

What you will do

• Generate, verify, and send accurate invoices to customers in a timely manner. Ensure proper billing adjustments and credits are processed. Address and resolve billing inquiries or discrepancies.
• Reconcile customer accounts regularly to ensure accuracy of payments and credits. Investigate and resolve discrepancies between customer payments and account balances. Work closely with the accounting team to adjust errors and update ledgers.
• Process incoming payments and accurately apply them to customer accounts. Maintain accurate records of all transactions, including wire transfers, checks, and electronic payments. Monitor accounts for overdue payments and escalate issues as needed.
• Proactively manage and follow up on overdue accounts by sending reminders and collection notices. Coordinate with customers to establish payment arrangements when necessary. Assess and recommend adjustments to credit limits in alignment with company policies.
• Prepare and present reports on receivables, collections, and outstanding balances for management. Analyze aging reports and identify patterns or issues that require attention. Provide recommendations to improve the accounts receivable process and cash flow.
• Communicate with customers to address payment concerns, invoice issues, or discrepancies. Build and maintain professional relationships with customers to ensure effective payment processing.
• Work closely with the sales, customer service, and accounting teams to resolve disputes and ensure smooth payment processes. Coordinate with the finance team to assist with month-end and year-end closing processes.
• Evaluate and monitor customer credit worthiness and assist credit approval processes. Recommend actions for high-risk accounts, such as adjusting payment terms or initiating collections.
• Adhere to company policies and procedures related to billing, cash application, and collections. Ensure compliance with accounting standards, internal controls, and legal requirements.
• Identify opportunities to streamline the accounts receivable process and enhance efficiency. Participate in continuous improvement initiatives related to the invoicing and collections process.
• Ensure that all financial records related to accounts receivable are accurate and up to date, including maintaining audit trails for transactions. Assist with preparing documentation for audits and reviews.
• Assist in implementing and utilizing accounting software or automated systems for billing and payment processing. Stay updated on new technologies that could improve the accounts' receivable function.
• Process customer refunds and adjustments as necessary, ensuring accurate reflection on account balances.
• Duties may vary slightly by location.

Education Qualifications

• High School Diploma with relevant experience (Preferred) or
• Bachelor's Degree Accounting or Finance (Preferred)

Experience Qualifications

• 1-3 years in accounts receivable, billing, or a related finance/accounting role. (Preferred)
• 1-3 years with ERP/accounting systems (e.g. Epicor) and proficiency in Microsoft Excel (pivot tables, VLOOKUPs). (Preferred)
• 1-3 years with account reconciliation, payment processing, and collections. (Preferred)
• 1-3 years working with customers to resolve billing issues and manage account discrepancies. (Preferred)

Skills and Abilities

• Knowledge of accounting principles and practices related to receivables and credit management. (High proficiency)
• Understanding of credit risk management and customer account assessment. (High proficiency)
• Ability to review invoices, payments, and account records with precision, ensuring accuracy. (High proficiency)
• Capable of analyzing receivables reports, identifying trends, and solving discrepancies. (Medium proficiency)
• Verbal and written communication abilities to interact professionally with customers and internal teams. (High proficiency)
• Ability to prioritize tasks and manage multiple customer accounts simultaneously, meeting deadlines. (High proficiency)
• Proficient in identifying, investigating, and resolving billing and payment issues efficiently. (High proficiency)
• Skills in Microsoft Excel (e.g., pivot tables, VLOOKUPs) and proficiency. (Medium proficiency)
• Capable of handling day-to-day tasks with minimal supervision while maintaining a high level of productivity. (High proficiency)
• Ability to build and maintain positive relationships with customers to ensure timely payments and resolve disputes. (High proficiency)
• Ability to work effectively with internal teams, including sales, finance, and customer service, to resolve account issues and discrepancies. (High proficiency)
• Ability to adjust to changes in processes, systems, or company needs while maintaining a high level of performance. (High proficiency)
• Ability to assess account statuses, predict potential collection issues, and recommend proactive solutions. (Medium proficiency)

To Staffing and Recruiting Agencies: Our company does not accept unsolicited curriculum vitae’s or applications from agencies. We are not responsible for any fees related to unsolicited curriculum vitae’s or applications and explicitly reserve its right to contact candidates presented in such unsolicited curriculum vitae’s or application.

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, sex, color, national origin, sexual orientation, age, disability or veteran status. Voyant Beauty will consider requests for accommodations due to a disability impacting a qualified employee's ability to perform the essential functions of their position consistent with applicable laws. In addition to federal law requirements, Voyant Beauty complies with applicable provincial and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.