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Accounts Receivable Specialist

The Accounts Receivable Specialist plays a critical role in ensuring the accuracy and timeliness of financial operations at IMS, with a primary focus on managing accounts receivable processes. Reporting directly to the Job Costing Accounting and Control Supervisor, this position is responsible for validating, processing, and reconciling incoming payments and related documentation, while also supporting administrative functions for the Managed Services Division.

Key Responsibilities

Accounts Receivable Operations

• Review and validate incoming vendor bills, service invoices, and integration charges against divisional platform records to ensure accuracy prior to entry in QuickBooks.

• Monitor and track receivables, ensuring timely and accurate posting of payments and resolving discrepancies with vendors and internal teams.

• Verify tax exemption eligibility and communicate with vendors regarding misapplied tax charges.

• Request and maintain updated W-9 forms and other compliance documentation as needed.

• Research and reconcile vendor statements, purchase orders, and invoice records to ensure alignment with IMS financial records.

Financial Documentation & Reporting

• Process and document IMS employee corporate card transactions, ensuring receipts are uploaded and reconciled in the accounting system in accordance with company policy.

• Assist with month-end closing activities, including AR aging reports and reconciliation tasks.

• Maintain organized and compliant accounting files and records in line with IMS policies and accepted accounting practices.

Client & Service Support

• Review service contracts and invoices to ensure billing aligns with service agreements and client records.

• Collaborate with the service desk team to validate ticket processing, tax calculations, and invoice details including client contact information and service identifiers.

• Generate timely and accurate financial and service-related reports for internal stakeholders.

• Build and maintain a SharePoint-based historical data repository for client records.

Administrative & Communication Duties

• Respond to customer and vendor inquiries related to billing, payments, and account discrepancies.

• Support the service desk with tracking and managing Return Merchandise Authorizations (RMAs).

• Update client information across systems and spreadsheets to ensure consistency and accuracy.

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