AR & Billing Specialist at IV Labs Inc

Christiansburg, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

30 Jan, 26

Salary

0.0

Posted On

01 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Accounts Receivable Management, Collections, Customer Support, Payment Processing, Compliance Management, Customer Portal Invoicing, Technical Proficiency, Attention to Detail, Organization, Analytical Thinking, Confidentiality, Customer Service, Initiative, Collaboration, Microsoft Excel, ERP Systems

Industry

Chemical Manufacturing

Description

Description Brief Benefits Summary: Generous PTO starting your first day, plus 11 paid holidays Medical: IV pays 100% of employee-only premiums plus a contribution toward dependents; includes HSA with employer contribution Dental: IV covers 90% of premiums Life and Short-Term Disability: 100% employer-paid 401(k) with up to 4% match (eligible first of the month after 90 days) Voluntary add-on policies available: vision, additional life, accident, pet insurance, LegalShield Employee Assistance Program for you and your household Work Authorization: US Work Authorization required. Inorganic Ventures does not provide visa sponsorship for this position. Work Location: Onsite: Christiansburg, VA FLSA Status: Non-Exempt Summary The AR and Billing Specialist is responsible for safeguarding cash flow through proactive collections, accurate payment application, tax certificate compliance, and portal billing execution. This role manages the receivables cycle from collection, reconciliation, and reporting while supporting compliance, customer satisfaction, and audit readiness. Other duties include the evaluation and improvement of internal AR billing and collection processes, supporting departments with requested financial information. Authority Authority to stop work. This authority permits any employee at any level to halt a job or task when a hazardous situation appears imminent, or they feel unsafe. Essential Duties and Responsibilities Accounts Receivable Management: Review customer accounts regularly to maintain an acceptable level of past-due balances. Manage the credit hold process, coordinating with Finance and Client Operations to release or restrict accounts based on payment behavior and credit risk. Assist the Accounting Manager in evaluating and writing off uncollectible balances in accordance with company policy. Maintain detailed documentation of all communications, adjustments, and payment activities for audit purposes. Collections & Customer Support: Review A/R aging and prioritize delinquent accounts daily to ensure timely follow-up. Send collection reminders and follow-up emails, escalating accounts when disputes or payment issues arise. Call customers on overdue invoices, secure payment commitments, and maintain accurate notes of all interactions. Manage the Accounts Receivable mailbox, ensuring that all incoming customer communications, remittance details, and payment inquiries are addressed promptly and routed appropriately. Track and resolve disputes or escalations in coordination with Finance and Client Operations. Support overall DSO reduction through consistent, proactive follow-up and resolution management. Payment Processing & Application: Process customer credit card payments received via phone, email, or other approved methods in accordance with internal security and PCI compliance standards. Accurately apply customer prepayments and deposits to corresponding invoices in a timely manner to maintain clean account balances and prevent duplicate billing. Reconcile daily credit card settlement statements, ensuring that all transactions, fees, and receipts are properly recorded and posted to the ERP system. Investigate and resolve payment discrepancies or unapplied cash promptly to ensure accurate reporting and reconciliation. Certificate & Compliance Management: Collect, upload, and maintain updated resale or exemption certificates in the Tax Compliance Software. Track expiration dates and send reminders to customers to ensure valid certificates remain on file. Reconcile certificate records and support sales tax compliance and audit documentation needs. Customer Portal Invoicing: Upload invoices to customer portals, monitor status for rejections or corrections, and resubmit as needed. Reconcile accepted invoices in the portals against the ERP system. Respond to customer and internal inquiries regarding invoice or payment status Other Duties: Develop a high-level proficiency using Sage ERP to improve efficiency of operations. Analyze and report on trends within the AR reports. Crosstrain within department to ensure redundancy and continuation of job function/operations. Work collaboratively with the Client Operations and Logistics departments. Support Business Operations team with other duties as assigned. Requirements Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Core Competencies Technical Proficiency: Strong Microsoft Excel skills (VLOOKUPs, pivot tables, and reconciliations) and solid working knowledge of the Microsoft Office Suite. Attention to Detail: Demonstrated ability to work accurately with complex financial data while meeting accounting deadlines and monthly close cycles. Organization & Time Management: Excellent ability to prioritize, multitask, and meet deadlines in a fast-paced environment. Analytical Thinking: Skilled at identifying trends, reconciling variances, and analyzing data to support decision-making. Confidentiality & Integrity: Proven ability to handle sensitive financial and customer information with discretion and professionalism. Customer Service & Communication: Exceptional interpersonal, written, and verbal communication skills; able to maintain positive relationships while enforcing payment policies. Initiative & Collaboration: Self-motivated with the ability to work independently or as part of a cross-functional team with minimal supervision. Experience and Education 2–4 years of progressive experience in Accounts Receivable, credit, or billing operations. Proficiency with ERP systems (e.g., Sage, NetSuite) and payment processing platforms (e.g., Nuvei, Stripe). Experience processing and reconciling multiple payment types (ACH, check, wire, and credit card). Familiarity with Avalara or comparable sales tax compliance tools preferred. Prior experience working in a manufacturing or distribution environment is desirable. Experience using CRM software (e.g., HubSpot, Salesforce, or similar) is a plus. Associate’s degree in accounting, finance, or a related field preferred. Equivalent combination of education and professional experience may be considered. Knowledge of Generally Accepted Accounting Principles (GAAP), accounting practices, and procedures preferred. Inorganic Ventures reserves the right to modify job duties at any time, and this job description is not designed to cover every responsibility required of the employee.

Responsibilities

The AR and Billing Specialist is responsible for managing the receivables cycle, ensuring timely collections, and maintaining compliance. This role also involves improving internal AR billing processes and supporting customer satisfaction.