Job Description

Accounts Receivable Manager

Job Type: Full-time 

Location: Billings, MT 

Who We Are:  

A&I Distributors is a rapidly growing, family and employee-owned, well established wholesale oil distributor, with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. These partnerships, along with unmatched service to our customers, have enabled the company to grow to one of the premier oil distributors in the nation; a long way from our humble beginnings in 1924. 

Role Summary:  

Position: Accounts Receivable Manager
Works With: AR Team, Sales Team, Branch Managers, Office Staff, Directors, Customers and External Collection Agencies
Hours: Minimum 40 hours per week M-F 8 am to 5 pm with one hour lunch 

Location: On Site

Compensation: DOE

Benefit Package:   

• PTO 
• Holiday Pay 
• Health & Dental 
• 401k 
• Profit Sharing/ESOP 
• Life and Disability Insurance 
• Employee Discount 

Roles & Responsibilities  

AR Department Leadership & Operations  

• Manage daily AR operations, ensuring accuracy and efficiency in all AR functions. 
• Supervise and delegate tasks to ensure timely and precise processing of transactions. 
• Maintain customer account accuracy, including reviewing credit applications, sales tax documentation, and creditworthiness. 
• Cross-train AR staff to ensure redundancy and smooth department operation. 
• Become proficient and promote CSD to the AP team.
• Ensure AR Team is trained to be proficient in CDS for efficient operations and communication 
• Educate and install the A&I Way within AP and with our customers for high customer service 

Accounts Receivable Management  

• Monitor and analyze company aging reports, ensuring customers are making payments within terms. 
• Investigate late payments and implement solutions to reduce outstanding balances. 
• Collaborate with legal collection agencies to determine appropriate actions for delinquent accounts. 
• Assist AR staff in resolving billing disputes and shortages to facilitate timely collections. 

Financial Reporting & Compliance  

• Provide accurate and timely financial reports to Directors and relevant departments. 
• Ensure AR functions are completed within 30-45 days of month-end to align with financial reporting deadlines. 
• Enhance internal controls and process efficiency to reduce errors and improve compliance. 

Process Improvement & Technology Integration  

• Implement technology solutions to enhance AR efficiency, reduce paper usage, and improve document security. 
• Streamline billing, collections, and payment processing workflows for maximum accuracy and speed. 
• Assist in the development, training, and integration of CSD systems for enhanced operations. 

Collaboration & Communication  

• Maintain strong communication between AR, Sales, and Branch Managers to ensure alignment on customer accounts.
• When credit issues arrive with customers, work with the sales person who managers the account and work through a solution to address together. 
• Promptly address “on hold” accounts to ensure orders get released asap.
• Lead AR team to be proactive in all actions taken with other team members and with Customers.
• Improve customer relationships through proactive account management and dispute resolution. 
• Provide regular reports to Directors summarizing AR performance, trends, and risk mitigation strategies. 

Education & Experience  

• High school diploma or equivalent required. 
• Associate degree in Accounting, Finance, Business Administration, or related field preferred. 
• Previous accounts receivable, accounting, bookkeeping, customer service, or administrative experience preferred. 

Knowledge, Skills, and Abilities  

• Basic understanding of accounting and accounts receivable principles. 
• Strong attention to detail and accuracy. 
• Excellent organizational and time-management skills. 
• Strong verbal and written communication abilities. 
• Ability to handle confidential financial information professionally. 
• Proficient in Microsoft Office Suite, including Excel, Word, and Outlook. 
• Ability to learn accounting software and company-specific systems. 
• Strong problem-solving and customer service skills. 
• Ability to prioritize multiple tasks and meet deadlines. 

Physical Requirements  

• Ability to sit and work at a computer for extended periods. 
• Frequently use hands and fingers for keyboard and calculator operation. 
• Ability to communicate effectively in person and by telephone. 
• Occasionally lift and move files, records, or office supplies up to 25 pounds. 

Core Competencies  

• Accounts Receivable Administration 
• Collections Management 
• Customer Service 
• Communication 
• Attention to Detail 
• Financial Accuracy 
• Time Management 
• Organization 
• Problem Solving 
• Teamwork 
• Accountability 

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