COMPANY OVERVIEW

American Transportation Systems is a school and charter bus transportation company. We operate roughly 200 buses with 24/7 operations in Southern California and in Nevada. Every day, we complete hundreds of trips, mostly school, corporate and private charter trips. We are committed to safety first and pride ourselves on providing an on-time and hassle-free experience for our passengers and clients.

POSITION OVERVIEW

American Transportation Systems is looking for an ACCOUNTS RECEIVABLE SPECIALIST who will have primary responsibility over the timely and accurate billing of transportation services provided by the company. This role involves reviewing, preparing, and processing invoices, ensuring compliance with company policies, resolving any billing discrepancies and applying customer payments. The position will collaborate closely with the operations, accounting, and the sales and dispatch teams to ensure our billing operations are timely and accurate. This position will also require customer follow up to get payments in on a timely manner. The successful candidate will be someone who can roll up their sleeves, manage multiple priorities (and many emails) while being accurate with preparing billing. The position is a 100% in-house position based in Long Beach (close to Lakewood).

QUALIFICATIONS:

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.

EXPERIENCE:

• Minimum of 5 years of experience in billing, invoicing, or financial operations

SKILLS AND COMPETENCIES:

• Strong attention to detail and accuracy.
• Excellent communication and customer service skills.
• Proficiency in QuickBooks online software
• Ability to work under pressure and meet deadlines.
• Strong organizational and time management skills.

REQUIREMENTS

• Minimum of 5 years with billing and customer service experience
• Experience with Quickbooks Online and proficient use of Excel / Google Sheets
• Detail-oriented and with excellent organizational skills

Invoice Preparation & Processing

• Accurately generate and process customer invoices based on services rendered, ensuring consistency with customer contracts and pricing agreements.
• Monitor billing cycles and ensure timely submission of invoices to customers to support cash flow objectives.
• Prepare invoices for ancillary charges, surcharges, and adjustments as applicable.

Accounts Receivable & Collections Management

• Manage full-cycle accounts receivable processes, including issuing invoices, recording receipts, and pursuing timely collections.
• Analyze aging reports, prioritize collection efforts, and develop proactive strategies to minimize delinquency and bad debt.
• Serve as a primary escalation point for complex or high-value collection issues.

Data Entry, Systems, & Reconciliation

• Accurately enter billing and accounts receivable data into company utilized operational systems or accounting software (e.g., QuickBooks).
• Perform complex account reconciliations and promptly resolve discrepancies between invoices, payments, and customer accounts.
• Maintain organized, detailed records of all billing and accounts receivable transactions.

Customer Communication & Relationship Management

• Communicate professionally with customers regarding billing inquiries, disputes, or clarification requests.
• Provide necessary documentation and explanations to customers regarding invoices, credit memos, or account balances.
• Build and maintain strong working relationships with key accounts to support effective collections and customer satisfaction.

Collaboration & Cross-Functional Coordination

• Work closely with sales, operations (e.g., dispatch teams), and customer service departments to ensure billing accuracy and up-to-date account information.
• Coordinate with accounting and finance teams for cash application, payment adjustments, and financial reporting.
• Assist with month-end and year-end closing activities, including preparation of AR schedules and supporting documentation.

Reporting, Analysis, & Process Improvement

• Prepare and analyze AR metrics, aging trends, forecast cash collections and DSO (Days Sales Outstanding) for management reporting and forecasting.
• Identify inefficiencies in AR or billing processes and propose improvements or automation solutions.
• Participate in system upgrades, testing, and process documentation as a subject matter expert.

Compliance, Accuracy, & Internal Controls

• Ensure compliance with internal controls, company policies, accounting standards, and regulatory requirements.
• Conduct periodic audits of billing and AR processes to identify and correct errors or inefficiencies.
• Support external audits by providing required documentation and explanations.

Training & Mentorship

• Train and mentor other staff as needed, providing guidance on best practices and troubleshooting complex issues.