Accounting Specialist

The Accounting Specialist is responsible for accurate and timely customer billing, cash application, account reconciliation, and collection follow-up. The position collaborates closely with the Controller and with sales, service, project, and customer contacts to resolve billing issues, maintain reliable receivable records, and support Wolverine’s cash flow and financial reporting.

Key Responsibilities

Customer Billing & Invoicing

• Prepare and issue accurate customer invoices for service work, inspections, parts, fabrication, installation, modernization projects, and new equipment.
• Verify invoice amounts, customer purchase orders, payment terms, billing addresses, tax status, service tickets, shipping documents, project milestones, and other supporting documentation before billing.
• Submit invoices and required documentation through customer portals, electronic mail, or other designated channels, and retain evidence of submission.
• Track unbilled work and follow up with responsible departments to obtain missing documentation and prevent avoidable billing delays.
• Prepare customer statements, credit memos, rebills, and billing corrections after receiving the required review and authorization.
• Maintain accurate customer master data, billing instructions, portal credentials, tax-exemption documents, and related account records.

Cash Application & Account Reconciliation

• Post customer payments received by check, ACH, wire transfer, credit card, or other approved methods accurately and promptly.
• Research unidentified receipts, short payments, deductions, overpayments, and misapplied cash, coordinating with customers and internal teams to resolve differences.
• Reconcile customer accounts and the accounts receivable subledger; investigate and correct discrepancies in accordance with established controls.
• Maintain organized electronic records supporting invoices, payments, adjustments, collection activity, and customer correspondence.

Collections & Customer Account Management

• Review accounts receivable aging regularly and conduct professional, consistent follow-up on current and past-due balances.
• Contact customers by telephone and email to confirm invoice receipt, resolve questions, secure payment commitments, and document collection activity.
• Identify disputed invoices, credit concerns, recurring payment issues, and other collection barriers; escalate material items to the Controller and appropriate operational leader.
• Coordinate with sales, service, project management, and customer personnel to resolve pricing, documentation, purchase-order, quality, or other billing disputes.
• Prepare weekly aging and collection-status reports for the Controller, including customer contact, outstanding issues, promised payment dates, and recommended escalation.
• Maintain constructive customer relationships while applying Wolverine’s credit and collection practices consistently.

Month-End, Reporting & Internal Controls

• Support month-end close by reconciling accounts receivable activity, researching variances, and providing schedules requested by the Controller.
• Assist with audit requests, customer balance confirmations, bad-debt analysis, and documentation supporting credit memos, write-offs, and account adjustments.
• Monitor and report key receivables measures such as total aging, past-due balances, days sales outstanding, collection commitments, and unresolved disputes.
• Follow established approval, segregation-of-duties, record-retention, confidentiality, and internal-control requirements.
• Recommend practical improvements to billing, collections, customer portals, reporting, and receivable workflows.

Accounts Payable

• Invoice Processing: Review, code, and input vendor invoices into the financial accounting system.
• Three-Way Matching: Verify invoice accuracy by matching them with purchase orders (POs) and receiving documents.
• Payment Disbursements: Prepare and execute weekly check runs, ACH payments, and wire transfers.
• Vendor Management: Respond to vendor inquiries and maintain accurate, updated supplier profiles and tax forms (e.g., W-9s).
• Account Reconciliation: Reconcile monthly vendor statements and the accounts payable ledger to find and fix errors.
• Expense Tracking: Review, verify, and process internal employee expense reports and credit card statements.

Core Competencies

• Accuracy, ownership, and confidentiality
• Customer-focused communication
• Persistence and professional judgment
• Organization, deadline management, problem solving, and continuous improvement

Physical Requirements & Work Environment

• Regularly works in an office environment, uses a computer and standard office equipment for extended periods, and occasionally lifts or moves materials weighing up to 20 pounds.
• Frequently sits, communicates, reaches, and performs repetitive keyboard and document-handling tasks; occasionally stands or walks.
• May periodically enter fabrication, warehouse, or service areas and must follow posted safety and personal protective equipment requirements.

Why Wolverine

Wolverine Crane & Service is a 100% employee-owned company that engineers, fabricates, installs, and services overhead crane systems. This position collaborates closely with leaders and employees across the organization and contributes directly to the success and prosperity of fellow employee-owners.

Equal Employment Opportunity

Wolverine Crane & Service, Inc is an equal opportunity employer. Employment decisions are made without unlawful discrimination based on religion, race, color, national origin, age, sex, sexual orientation, gender identity or expression, height, weight, familial status, marital status, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

This description summarizes the principal duties of the Accounting Specialist position and is not an employment contract. Responsibilities may change with business needs. Wolverine will consider reasonable accommodations that enable qualified individuals to perform the essential functions of the position.

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