Accounts Receivable Supervisor
Job Overview
The Accounts Receivable Supervisor leads an accounts receivable team in managing incoming payments, reconciling accounts, and resolving discrepancies. This management role involves overseeing invoice preparation, generating regular reports, and handling customer or internal account inquiries. An Accounts Receivable Supervisor plays a vital role in accounting, finance, and treasury management, while fostering the professional growth of team members and maintaining an efficient receivables process.
Organizational Impact
The Accounts Receivable Supervisor plays a critical role in ensuring that the organization's financial operations run smoothly. The impact of this job on the organization can be summarized as follows:
1. Improved Cash Flow: The Accounts Receivable Supervisor is responsible for managing the organization's accounts receivable process, which involves invoicing customers, tracking payments, and following up on overdue accounts. By ensuring that payments are received on time, the supervisor helps to improve the organization's cash flow.
2. Reduced Bad Debt: The Accounts Receivable Supervisor is also responsible for identifying and addressing delinquent accounts. By monitoring accounts closely and taking appropriate action to collect outstanding debts, the supervisor helps to reduce bad debt and minimize financial losses for the organization.
3. Improved Customer Relationships: The Accounts Receivable Supervisor is often the primary point of contact for customers regarding billing and payment issues. By providing timely and accurate information and resolving issues quickly and efficiently, the supervisor helps to build and maintain positive relationships with customers.
4. Compliance with Regulations: The Accounts Receivable Supervisor must ensure that the organization's accounts receivable process complies with relevant regulations and standards. This includes ensuring that invoices are accurate and complete, that payments are properly recorded, and that customer data is protected.
5. Improved Financial Reporting: The Accounts Receivable Supervisor plays a key role in ensuring that financial reports are accurate and up-to-date. By maintaining accurate records of accounts receivable and providing timely reports to management, the supervisor helps to improve the organization's financial reporting and decision-making processes.
Key Systems
- Accounting software (e.g. QuickBooks, SAP)
- Customer relationship management (CRM) software (e.g. Salesforce)
- Microsoft Excel or other spreadsheet software
- Payment processing systems (e.g. PayPal, Stripe)
- Enterprise resource planning (ERP) software (e.g. Oracle, NetSuite)
Inputs
- Customer payments and invoices
- Sales reports and data
- Credit checks and approvals
- Communication with sales team and customers
- Accounting software and systems
Outputs
- Daily reports on accounts receivable status
- Supervision and training of accounts receivable staff
- Communication with customers regarding payment status and issues
- Analysis of accounts receivable data to identify trends and areas for improvement
- Development and implementation of policies and procedures to improve accounts receivable processes
Activities
- Lease Administrator Responsibilities:
o Oversee documentation for new tenants, tenant transfers, expansions, renewals and lease terminations including cancellations and lease expirations.
o Procedures include documenting lease charges, square footage, CPI, escalations, prorated rents, security deposits, holdover, abated rent, construction cost billings and any other special lease provisions.
o This activity requires coordination with the Director of Leasing in all markets and all Leasing Agents on questions regarding new leases; amendments, exhibits and master lease summaries.
o Process all move outs, security deposit refunds, forfeitures and lockouts.
o Issue month end rent rolls to Director of Leasing on a monthly basis.
o Supervise preparation of reports, which details Leasing activity on a weekly basis for new leases, renewals and move-outs.
o Submit report to owners, operations, leasing and accounting managers.
o Tied to Charts and Graphs issued at month end. - Accounts Receivable Manager Responsibilities:
o Submitting and controlling Collection procedures given to third party agencies.
o Reviewing and approving credit adjustments.
o Work on aging summary, and balances.
o Handle phone calls and emails in A/R.
o Oversee and process collections.
o Supervising accounts receivable staff regarding late fees billings/notices, and daily subsidiary ledger reconciliation.
o Assist controllers on bank reconciliations
o Post and monitor Direct Deposits.
o Posts all direct deposit payments.
o ACH debits on accounts (set up bank and posting to ledger).
o Processes all cash, transfers (credit card movement) and credit card charges.
o Clear and reconcile accounts on a daily basis. Movement of cash for NSF checks, auto debit rejects and credit card charges.
Recommended Items
- Standard operating procedures for accounts receivable processes
- Documentation of company policies and procedures related to billing and collections
- Training materials for new employees on accounts receivable processes and software
- Monthly reports on accounts receivable aging and collections performance
- Guidelines for communicating with customers regarding overdue payments and payment plans.
Content Examples
- Accounts Receivable reports and analysis
- Customer account statements and invoices
- Collection letters and correspondence
- Payment receipts and deposit records
- Credit memos and adjustments documentation
Sample Event-Driven Tasks
- Review and approve credit memos for customers who have returned products
- Investigate and resolve discrepancies in customer payments received
- Monitor and follow up on past due customer accounts
- Coordinate with sales team to resolve billing disputes and ensure timely payment
- Generate and distribute monthly accounts receivable aging reports to management team
Sample Infill Tasks
- Reviewing and approving customer credit applications
- Monitoring and analyzing accounts receivable aging reports
- Communicating with customers regarding overdue payments and resolving payment disputes
- Developing and implementing collection strategies to improve cash flow
- Training and supervising accounts receivable staff members