Hanna Interpreting Services LLC
Accounts Receivable Specialist
Hanna Interpreting Services LLC, Spring Valley, Wisconsin, United States, 54767
3 days ago Be among the first 25 applicants
The Accounts Receivable (AR) Specialist is responsible for overseeing the full lifecycle of customer receivables—from invoicing to payment application and collections. This role is critical to maintaining a healthy cash flow and strong customer relationships by proactively managing outstanding balances, resolving disputes, and ensuring billing accuracy. The ideal candidate is organized, detail-oriented, and assertive in driving collections while maintaining professionalism and collaboration with internal departments and external clients.
Customer Invoicing & Billing
Generate and issue timely and accurate invoices in QuickBooks Online, Interpreter Intelligence, and other billing platforms
Ensure all invoices align with service documentation, contracts, and billing terms
Submit invoices through customer-specific portals such as Office Ally, IEHP Secure, and others
Resubmit and adjust invoices as needed based on customer requirements or internal updates
Accounts Receivable Management & Collections
Take full ownership of the accounts receivable portfolio, monitoring aging reports and collecting outstanding balances
Proactively follow up with customers on overdue invoices through email, phone, and statements
Track collection activities and escrow unresolved balances as needed, maintaining detailed communication records
Collaborate with the Controller to reduce DSO and meet cash collection targets
Identify chronic payment issues and work cross-functionally to improve billing and collections processes
Dispute Resolution & Customer Communication
Act as the primary point of contact for invoice disputes and payment discrepancies
Investigate issues by coordinating with the Scheduling, Verification, and Customer Service teams
Correct and reissue invoices as necessary to ensure resolution and maintain positive client relationships
Document all dispute resolutions and update system records accordingly
Payment Application & Reconciliation
Apply customer payments accurately and in a timely manner to open invoices
Reconcile customer accounts and follow up on short pays, overpayments, and unapplied funds
Assist with bank reconciliations and month-end close processes
Reporting & Internal Coordination
Maintain up-to-date AR records and provide weekly aging and collections status reports to leadership
Manage AR-related tickets and communication through HubSpot and other internal platforms
Support audit preparation and respond to inquiries related to AR and billing
Process Improvement & Compliance
Identify gaps in billing, collections, and customer communication workflows and recommend improvements
Support implementation and adoption of AR automation tools like YayPay
Ensure adherence to company policies, customer contracts, and regulatory requirements in all billing practices
Requirements
2–3 years of experience in accounts receivable, collections, or general accounting.
Proficiency in QuickBooks Online; familiarity with billing systems like Interpreter Intelligence, XTRF, or YayPay is a plus.
Strong experience managing AR aging, driving collections, and resolving disputed invoices.
Excellent organizational, analytical, and communication skills.
Ability to work independently and prioritize in a deadline-driven environment.
High attention to detail and customer service mindset.
Proficient in Microsoft Excel and reporting tools.
Benefits
Medical, Dental, and Vision Insurance
401(k) with company match
Generous PTO and paid holidaysProfessional development opportunities
Employee assistance program
Company-sponsored events and activities
Hybrid Work Environment
Pay Range: $24-25/hour
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The Accounts Receivable (AR) Specialist is responsible for overseeing the full lifecycle of customer receivables—from invoicing to payment application and collections. This role is critical to maintaining a healthy cash flow and strong customer relationships by proactively managing outstanding balances, resolving disputes, and ensuring billing accuracy. The ideal candidate is organized, detail-oriented, and assertive in driving collections while maintaining professionalism and collaboration with internal departments and external clients.
Customer Invoicing & Billing
Generate and issue timely and accurate invoices in QuickBooks Online, Interpreter Intelligence, and other billing platforms
Ensure all invoices align with service documentation, contracts, and billing terms
Submit invoices through customer-specific portals such as Office Ally, IEHP Secure, and others
Resubmit and adjust invoices as needed based on customer requirements or internal updates
Accounts Receivable Management & Collections
Take full ownership of the accounts receivable portfolio, monitoring aging reports and collecting outstanding balances
Proactively follow up with customers on overdue invoices through email, phone, and statements
Track collection activities and escrow unresolved balances as needed, maintaining detailed communication records
Collaborate with the Controller to reduce DSO and meet cash collection targets
Identify chronic payment issues and work cross-functionally to improve billing and collections processes
Dispute Resolution & Customer Communication
Act as the primary point of contact for invoice disputes and payment discrepancies
Investigate issues by coordinating with the Scheduling, Verification, and Customer Service teams
Correct and reissue invoices as necessary to ensure resolution and maintain positive client relationships
Document all dispute resolutions and update system records accordingly
Payment Application & Reconciliation
Apply customer payments accurately and in a timely manner to open invoices
Reconcile customer accounts and follow up on short pays, overpayments, and unapplied funds
Assist with bank reconciliations and month-end close processes
Reporting & Internal Coordination
Maintain up-to-date AR records and provide weekly aging and collections status reports to leadership
Manage AR-related tickets and communication through HubSpot and other internal platforms
Support audit preparation and respond to inquiries related to AR and billing
Process Improvement & Compliance
Identify gaps in billing, collections, and customer communication workflows and recommend improvements
Support implementation and adoption of AR automation tools like YayPay
Ensure adherence to company policies, customer contracts, and regulatory requirements in all billing practices
Requirements
2–3 years of experience in accounts receivable, collections, or general accounting.
Proficiency in QuickBooks Online; familiarity with billing systems like Interpreter Intelligence, XTRF, or YayPay is a plus.
Strong experience managing AR aging, driving collections, and resolving disputed invoices.
Excellent organizational, analytical, and communication skills.
Ability to work independently and prioritize in a deadline-driven environment.
High attention to detail and customer service mindset.
Proficient in Microsoft Excel and reporting tools.
Benefits
Medical, Dental, and Vision Insurance
401(k) with company match
Generous PTO and paid holidaysProfessional development opportunities
Employee assistance program
Company-sponsored events and activities
Hybrid Work Environment
Pay Range: $24-25/hour
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