Position Overview
The Accounts Receivable Administrator is responsible for accurately and efficiently managing all incoming payments and related reconciliations to support Thomas Fresh’s financial operations. This role ensures timely collection of receivables, accurate application of payments and clear communication with customers regarding account status. The ideal candidate will have strong knowledge of accounts receivable processes, exceptional attention to detail and the ability to manage a high-volume workload. Strong communication skills, professionalism and the ability to work independently while contributing to a collaborative team are essential.
Key Responsibilities and Duties
Record and apply customer payments (cheques, ACH, wires) in a timely and accurate manner
Monitor customer accounts for overdue balances and proactively follow up on outstanding payments in accordance with company credit terms
Respond to customer inquiries regarding invoices, statements, and account status, providing timely and professional support
Reconcile customer accounts and investigate discrepancies between invoices, purchase orders, delivery documents, and payments
Prepare and distribute weekly and monthly AR aging reports, highlighting overdue accounts and collection priorities
Collaborate closely with Sales and Operations teams to resolve invoicing discrepancies or delivery-related issues
Support the credit approval process by gathering required documentation and conducting credit checks as needed
Process month-end closing tasks including AR reconciliations, adjusting entries, and reporting requirements
Prepare and send customer statements monthly or as required
Assist in generating daily sales and margin reports, ensuring report accuracy and timely distribution
Maintain organized AR documentation in accordance with internal controls and audit requirements
Requirements
Qualifications
3+ years of Accounts Receivable experience required; experience in the produce or food distribution industry is considered a strong asset
Strong analytical and problem-solving skills with the ability to identify and resolve account discrepancies
Highly organized with strong attention to detail and accuracy in data entry
Excellent communication skills (written and verbal) with the ability to interact professionally with internal teams and customers
Ability to manage a busy and varied workload, prioritize effectively, and meet tight deadlines
Proficiency in MS Office (Excel, Outlook, Word); experience with ERP or accounting systems is an asset
Demonstrated ability to work both independently and collaboratively within a team environment
