Accounts Receivable Specialist

Position overview We are hiring an Accounts Receivable & Sales Administration Specialist to own our sales administration, invoicing and collections from end to end. You will be the person who makes sure every customer gets an accurate invoice on time, that renewals and pricing are tracked correctly, and that we get paid timely. You will also handle the administration behind that revenue: processing new orders, keeping our revenue tracking records current, and preparing each month’s invoices in our accounting system. This is a customer-facing job. For many of our customers, you will be the voice of WTH, which means being professional and easy to work with on routine billing questions, and being comfortable and direct when an account is past due. You will help modernize our AR and Collections function, including moving customers to fully electronic invoicing and ensuring we are properly registered in the vendor portals our customers use to pay. You’ll have real input into how we build a modern, technology-enabled AR function. Key responsibilities Order administration ■ Process new orders from signed contract through billing. ■ Record new sales, add-ons, pricing changes, and cancellations across our revenue tracking records, and keep per-customer records of products and pricing current. ■ Reconcile the tracking records to our accounting system regularly so booked revenue ties to what is invoiced. Invoicing & billing ■ Prepare and issue accurate customer invoices on schedule in QuickBooks Online in line with the underlying order forms and contracts with our customers. ■ Run the monthly renewal invoice cycle: apply approved pricing changes and mid-year additions, update recurring invoices in our accounting system, and issue the batch on time. ■ Maintain a clear, current record of customer renewals (including renewal dates, terms, and what needs to be billed when) to ensure nothing lapses or goes unbilled. ■ Document the steps for each customer’s billing requirements so the process is repeatable. ■ Convert customers from paper invoicing to electronic delivery, working account by account to get the right billing contact and format in place. ■ Track contracted pricing by customer and confirm invoices match agreed terms; flag discrepancies before they go out the door. ■ Work with customers to get WTH set up and active in their vendor portals, including registration, required documentation, and ongoing portal submissions. ■ Submit invoices through customer portals and monitor them for approval status and payment. ■ Set up and maintain customer billing records, contacts, and payment terms. ■ Research and resolve billing discrepancies, short payments, and disputes. Collections ■ Apply incoming payments (ACH and check) to the correct customer accounts. ■ Monitor the AR aging and follow up on past-due balances consistently (by email and by phone). ■ Initiate and manage collections conversations, including difficult ones, with professionalism and persistence. ■ Escalate problem accounts to WTH leadership with a clear summary of what has been tried and what you recommend. ■ Keep organized notes on every collections contact, commitment, and payment plan. Compliance, reporting & support ■ Produce regular AR aging, cash collections, and outstanding balance reporting. ■ Support improvements to billing systems and processes as we modernize our tools. ■ Sales tax compliance, including ensuring the appropriate sales tax rate gets applied to invoices (where applicable), and that all compliance filings and sales tax remittances are handled timely, completely, and accurately (in coordination with the extended WTH team). ■ Ownership of process documentation as new tools and processes are incorporated. What We’re looking for ■ Strong attention to detail: invoices go out right the first time. ■ Comfort picking up the phone and asking a customer to submit payment, politely but firmly. ■ Clear, professional written and verbal communication; you represent WTH well. ■ Organized and self-directed; able to track many open items without dropping any. ■ Disciplined about multi-step processes; the same change gets recorded across all applicable records. ■ Working knowledge of Excel (sorting, filtering, basic formulas). ■ Willingness to learn new systems and help us improve how things are done. ■ Discretion with sensitive financial and customer information. ■ Strong teamwork skills with the ability to collaborate across multiple departments. Qualifications ■ High school diploma or equivalent required. ■ Associate’s degree in accounting, business, or a related field is a plus. ■ Hands-on experience with QuickBooks Online strongly preferred, including creating and issuing customer invoices, applying payments, and running AR reports. ■ 1+ year of accounts receivable, billing, collections, order administration, or comparable customer-facing administrative experience preferred. ■ Exposure to customer vendor portals is a plus. Position details Location Indianapolis, IN Work arrangement Hybrid: regular days onsite at our Indianapolis office (2-3 days per week) with the remaining days remote. Candidates must live within commuting distance of Indianapolis. Schedule Full-time, standard business hours. Reports to President Pay: $50,000.00 - $55,000.00 per year Benefits 401(k) Health insurance Paid sick time Paid time off Work from home Education: High school or equivalent (Required) Experience: Accounts receivable: 1 year (Required) Order administration : 1 year (Required) QuickBooks: 1 year (Required) Language: English (Required) Location: Indianapolis, IN 46205 (Required) Work Location: Hybrid remote in Indianapolis, IN 46205