AR Collection Executive Assistant

Position Title: Accounts Receivable Collection Executive Assistant

Department: Finance & Accounting
Reports To: Controller / Head of Finance
Location: Remote
Position Type: Full-Time

Position Overview

The Accounts Receivable (A/R) Collection Executive Assistant plays a key role in supporting the Finance Department through proactive collection management and administrative coordination. The position is responsible for monitoring customer payment schedules, following up on outstanding invoices, and assisting in maintaining strong cash flow. The role also supports the Head of Finance with reporting, documentation, and communication to internal teams and customers.

Key Responsibilities
Accounts Receivable & Collections

Monitor and maintain the A/R aging report on a daily and weekly basis.

Conduct consistent follow-up with customers on overdue balances through email and phone communication.

Send customer statements and payment reminders professionally and timely.

Record all collection activities and notes in the accounting system (e.g., QuickBooks, Fulfil, or ERP).

Coordinate with the Sales team to address billing disputes, deductions, or short payments.

Support the Finance team with applying customer payments and reconciling accounts.

Prepare weekly and monthly collection reports for management.

Executive & Administrative Support

Provide direct assistance to the Controller/Head of Finance in managing customer correspondence and follow-up schedules.

Draft, proofread, and send professional collection-related emails and notices to customers.

Maintain accurate filing and documentation of invoices, payment confirmations, and correspondence.

Assist with audit preparation by organizing A/R confirmation letters and supporting schedules.

Schedule meetings or calls with key accounts and internal departments related to payment resolution.

Cross-Department Coordination

Work closely with Sales, Operations, and Logistics teams to verify shipment and delivery details for invoicing accuracy.

Collaborate with Customer Service to resolve discrepancies or disputes that may delay payment.

Qualifications

Associate or Bachelor’s Degree in Accounting, Finance, or Business Administration (preferred).

2–4 years of experience in accounts receivable, billing, or collections.

Strong communication and negotiation skills.

Knowledge of A/R processes, credit terms, and collection best practices.

Proficiency with accounting software (QuickBooks, ERP systems, or similar) and Microsoft Excel.

Excellent attention to detail and organizational skills.

Ability to manage multiple priorities and meet deadlines.

Core Competencies

Strong follow-up and persistence

Professional communication (written and verbal)

Customer service and relationship management

Confidentiality and discretion

Teamwork and accountability