Accounts Receivable Assistant Jobs in Springfield, VA

Title: Specialist, Accounts Receivable 

Supervisor: Manager, Accounts Receivable 

Department: Finance & Administration 

FLSA Status: Non-Exempt

Level: Staff

Location: Remote (USA)

Alt Work Eligibility: CWW-Y, Remote-Y 

The starting base pay range for this position is $68,000-$75,000. Individual compensation will be commensurate with candidate's experience. This position is eligible for full benefits, as well as the Staff level annual incentive bonus program.

Summary of Position:

Responsible for supporting the Accounts Receivable function for all AVIXA entities, including invoicing, cash application, collections, account reconciliations, contract administration support, customer account maintenance, and accounts receivable reporting. Ensures timely and accurate processing of receivable transactions while providing excellent internal and external customer service.

Major Duties & Responsibilities:

Accounts Receivable Operations

• Process invoices for membership, exhibitions, sponsorships, training, certifications, licensing, and other revenue streams and reimbursements across multiple AVIXA entities
• Apply customer payments accurately and timely within Map Your Show, Fonteva, Sage Intacct, and related systems
• Research and resolve unapplied cash, unidentified receipts, short payments, and payment discrepancies
• Maintain customer account records and ensure billing information is accurate and up to date
• Process invoice adjustments, credits, refunds, cancellations, booth moves, and payment reallocations as approved
• Monitor accounts receivable balances and assist with collection efforts on past-due accounts
• Prepare and distribute customer statements, payment reminders, and collection correspondence
• Respond to internal and external stakeholder inquiries regarding invoices, account balances, payment status, vendor request forms, transfer/refund request, and billing issues 

Collections Support

• Conduct and document routine collection activities through email, phone, and written correspondence
• Follow established collection procedures and escalate delinquent accounts to the Manager, Accounts Receivable when appropriate
• Maintain documentation of collection efforts and payment arrangements
• Collaborate with Sales and business teams to resolve customer disputes and billing discrepancies

Financial Reporting & Reconciliations

• Prepare for review monthly reconciliations of accounts receivable-related balance sheet accounts as assigned
• Work with Manager, Accounts Receivable to reconcile transactional activity to Sage Intacct and investigate discrepancies
• Assist with month-end and year-end close processes related to accounts receivable
• Prepare supporting schedules and documentation for account reconciliations and audits
• Post routine journal entries related to accounts receivable activities as assigned
• Support the preparation of ageing reports and collection status reports for management review
• Prepare and distribute accounts receivable reporting and collection metrics to Finance leadership and business stakeholders

Contracts & Billing Administration

• Support contract administration activities within Conga and related systems
• Generate and distribute customer invoices based on approved contracts and orders
• Verify billing terms, payment schedules, and customer information prior to invoice issuance
• Escalate contract and billing discrepancies to Manager, Accounts Receivable
• Maintain supporting documentation related to customer contracts and billing records

Systems & Process Support

• Maintain data accuracy within Salesforce, Fonteva, Map Your Show, Sage Intacct, and related systems
• Identify transaction issues, processing errors, or system inconsistencies and escalate as appropriate
• Assist with testing, documentation, and implementation of system enhancements and process improvements
• Contribute to continuous improvement initiatives that enhance efficiency, customer service, and data quality

Other Duties

• Support audit requests, and special project work, as assigned
• Supports Finance & Administration leadership in cross-functional initiatives
• Contributes to the Finance team’s continuous improvement culture and undertakes additional responsibilities as required to advance departmental and organizational objectives

 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate degree in Accounting, Finance, Business Administration, or related field preferred
• Equivalent combination of education and relevant experience may be considered

Experience

• Minimum 3 years of Accounts Receivable, billing, collections, cash application, or general accounting experience
• Experience processing high volumes of invoices and customer payments preferred
• Experience resolving customer account issues and performing account reconciliations
• Experience with CRM, event management, or ERP systems preferred

Technical Skills

• Sage Intacct, Salesforce, and exhibition invoicing software experience preferred
• Proficient in Microsoft Excel, including data analysis and reconciliation functions
• Strong attention to detail and accuracy
• Strong analytical and problem-solving abilities
• Strong written and verbal communication skills with a customer service focus
• Ability to organize, prioritize, and manage multiple deadlines
• Ability to work collaboratively across departments and with external customers

Why You’ll Love Working Here:

• AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. Learn more about us!
• The AV industry is truly inspiring, changing how people experience the world.
• We’re headquartered in Northern Virginia VA but also have a widely distributed team. We recognize that talented people live all over the world.
• Our team likes to have fun and enjoy a good meal, even when we’re not together. We also expect everyone to have a strong opinion on whether a hot dog is a sandwich!
• Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.
• Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.
• It’s not all about work: generous PTO and holiday time off, flexible working hours, option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off)
• The perks: AVIXA offers comprehensive medical, dental, and vision benefits, 401k plan with company matching, pet insurance, learning and career development opportunities, education assistance, and more!

This description describes the general duties and responsibilities of the position. It is not a complete list of duties, and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.

EEO Policy Statement: It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to age, race, color, religion, sex, national origin, disability, sexual orientation, or any other category protected by law.”