Accounts Receivable Associate

About Us: HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, and logistics. We are currently seeking an Accounts Receivable Specialist to join our growing accounting team. The Opportunity: As an Accounts Receivable Specialist with Headquarters, you will be responsible for managing and monitoring receivables, preparing and processing invoices, and ensuring that all payments are received in a timely manner. We are looking for a detail-oriented, organized professional with a strong background in accounting who is ready to grow with a high-volume, fast-paced industry leader. We are currently looking for two new team members for different clients based on the East and West Coast, with working hours of 9:00 AM–5:00 PM EST and 9:00 AM–5:00 PM PST , respectively. Key Responsibilities: Collections & Aging Management: Manage and maintain aged accounts receivable across wholesale retail accounts, ensuring timely collection efforts and resolution of delinquent balances. Proactive Follow-Up: Monitor aging reports and proactively follow up on upcoming and past-due invoices through phone calls, emails, and written correspondence while maintaining accurate documentation of all account activity, customer communication, and collection efforts. Dispute Resolution: Investigate, resolve, and reconcile account discrepancies, invoice disputes, deductions, short payments, and unapplied cash in a timely and professional manner. Payment Processing: Process, apply, and reconcile customer payments and credit memos accurately within Dynamics and Acumatica ERP systems. Credit Risk Monitoring: Monitor customer credit risk, review payment trends, assist with payment term requests, and support credit reviews for new and existing retail accounts. Sales Partnership: Partner with sales personnel to manage customer accounts, review credit limits, enforce credit holds on delinquent accounts, and balance collections priorities with customer relationship management. Account Reconciliation: Perform account reconciliations and support retail partners with statement reviews, payment research, and dispute resolution. Risk Escalation: Identify delinquent or high-risk accounts and recommend payment arrangements, escalations, third-party collections, or legal action when necessary. Reporting: Maintain accurate account records and prepare reporting related to AR aging, account status, collections activity, and critical account updates. Leadership Engagement: Participate in weekly meetings with the CFO and Financial Controller to provide updates on critical accounts, collection risks, and overall AR performance. Qualifications: Strong background in accounting (AR focus preferred). Experience with ERP systems (Dynamics and Acumatica a plus). Excellent communication, negotiation, and problem-solving skills. Highly organized with strong attention to detail.