: Senior Accounts Receivable Administrator
What’s it like to work at Quick Base? Well, our company, our market and our customers are growing fast. This means all Quick Base employees are engaged in interesting and challenging work, we have the opportunity to try new and different things and lots of room for career advancement (1/3 of our employees are in a new role from 1 year ago!). We work with exceptional colleagues and foster an environment that empowers those closest to the work to make decisions and provide each other the support to move quickly and learn as we go. Quick Base combines the excitement and pace of a startup with the stability and work/life balance of a market leader. Find out if Quick Base is for you!
Position Overview:
The Senior Accounts Receivable Administrator will report directly to the Senior Manager of Accounting and is a critical member of the quote to cash process (“Q2C”) and accounting function. The Senior Accounts Receivable Administrator will be responsible for the end to end collections and accounts receivable process including monitoring past due invoices, performing daily collections activities, leading the cross-functional AR aging meeting, performing the monthly bad-debt analysis and assisting with the monthly accounting close. The candidate for this role will have the opportunity to build and refine the AR process and will have significant interaction with customers, Sales leadership, General Accounting, Corporate Controller and other operational stakeholders.
  • Responsible for the daily operations of the accounts receivable process including cash applications, collections activities, monitoring bad debt and write offs and performing monthly accounting close procedures
  • Manage shared OM/AR resource in performing their assigned AR tasks and projects
  • Establish and manage relationships with customer billing contacts, acting as a partner to ensure a positive customer experience from a billing perspective
  • Investigate and resolve billing disputes and account discrepancies with customers
  • Maintain the accounts receivable shared inbox and provide timely and professional responses to customer inquiries and disputes
  • Manage the AR aging (within a Quick Base app) and recommend a path to resolution for past due and slow paying accounts
  • Escalate collections issues to the sales team and sales leadership as necessary
  • Lead the cross-functional bi-monthly AR aging meetings by highlighting accounts up for suspension and cancellation, using judgment to recommend a path forward
  • Review and approve state/local exemption and VAT registration forms
  • Establish a process for a more streamlined tax exemption and VAT registration form tracking, including recommendations on use of systems (eg. AvaTax) to increase efficiency and compliance
  • Review and approve customer refunds for processing
  • Prepare month end AR reconciliations, ensuring Zuora cash balances agree to the general ledger
  • Prepare the bad-debt reserve for the monthly accounting close
  • Calculate and monitor the Company’s days-sales-outstanding (DSO) metric on a monthly basis, providing trends and analysis to the Corporate Controller, CFO and FP&A as requested
  • Partner with Order Management and the Corporate Controller to support the Company’s international expansion from an international tax and invoicing perspective
  • Work with FP&A to establish and maintain accounts receivable forecasts
  • Suggest, implement and maintain process improvements to automate the end-to-end AR process
  • Bachelor's degree required
  • 3-5 years of relevant experience in accounts receivable and collections, preferably in a high-growth SaaS company environment
  • Experienced user of Q2C systems including subscription billing software (preferably Zuora and Avalara), ERP systems (preferably NetSuite), banking platforms and customer portals (including but not limited to Ariba, Taulia, Coupa, Tungsten, etc)
  • Experience with customer collections process and cash applications, including posting invoices in customer portals, following up on past due accounts, check scanning and cash application and accounts receivable month-end reconciliations
  • Basic knowledge of GAAP accounting principles around Accounts Receivable preferred
Behavioral and Interpersonal:
  • Strong communication skills and desire to work cross-functionally to achieve common goals
  • Collaborative team player with high standards and ethics
  • Ability to prioritize and multi-task in a face paced environment and manage several tasks simultaneously
  • Strong organizational and problem-solving skills
  • Ability to engage with customers to discuss payment issues in a professional and respectful manner, working with them on solutions or upholding policy as necessary
  • Ability to work independently and make judgment-based decisions with a good sense for when escalation and additional communication may be necessary
  • Independent, self-starter wiling to think outside of the box and influence change and to be proactive on implementing process improvements
  • Desire to work in a high growth, fast-paced and constantly evolving environment