Visual Citi Inc. is a full-service Retail Display, Signage, Printing, and Fabrication company based in New York. Established in 2004, we employ over 100 professionals in the United States and have operations in Mexico, Dubai, and India.

Overview

We are seeking a detail-oriented and proactive Accounts Receivable Executive to join our Finance & Accounts team. The ideal candidate will have hands-on experience in managing customer accounts, invoicing, payment follow-ups, collections, and account reconciliation. The role requires strong analytical skills, accuracy, and the ability to maintain healthy cash flow through effective receivables management. Experience with QuickBooks is mandatory, while knowledge of US taxation will be an added advantage.

Key Responsibilities1. Invoicing & Receivables Management

Prepare and issue accurate customer invoices in accordance with approved quotations, purchase orders, contracts, and project milestones.
Ensure invoices are raised and submitted to customers within prescribed timelines.
Verify billing details, tax calculations, payment terms, and supporting documents before invoice submission.
Maintain accurate records of invoices, credit notes, debit notes, receipts, and outstanding balances.
Monitor customer accounts and ensure receivables are recorded correctly in QuickBooks.

2. Payment Follow-ups & Collections

Follow up with customers for outstanding payments through emails, calls, and other communication channels.
Track due dates and overdue invoices and maintain an updated accounts receivable ageing report.
Coordinate with internal teams to resolve payment delays, billing disputes, and documentation issues.
Escalate long-pending or high-value overdue accounts to the reporting manager.
Support collection targets and contribute to improving the company's cash flow.

3. Reconciliation & Account Management

Reconcile customer accounts and ensure payments received are accurately allocated against invoices.
Monitor bank receipts and identify or resolve unidentified and unallocated payments.
Prepare customer statements of accounts and share them as required.
Investigate discrepancies, short payments, deductions, and credit notes, ensuring timely resolution.
Maintain accurate customer ledgers and supporting records in QuickBooks.

4. Reporting & MIS

Prepare regular reports on outstanding receivables, overdue invoices, collection status, and ageing of debts.
Monitor payment trends and highlight customers with recurring delays or potential credit risks.
Provide updates on collection progress and expected receipt dates to management.
Assist in cash flow forecasting by providing reliable information on expected customer collections.
Maintain accurate documentation for internal reviews and audits.

5. Compliance & Process Improvement

Ensure compliance with company invoicing procedures, approved credit terms, and applicable tax requirements.
Coordinate with internal teams to ensure invoices have the necessary approvals and supporting documents.
Support internal and external audits by providing invoices, reconciliations, and receivables-related records.
Identify opportunities to improve invoicing, collection follow-ups, and reconciliation processes.
Maintain confidentiality and integrity of customer and financial information.

Required Skills & Qualifications

Education: Bachelor's degree in Accounting, Commerce, Finance, or a related field. Additional accounting qualifications will be an advantage.

Experience: 5+ years of experience in Accounts Receivable, billing, collections, and customer account reconciliation.

Technical Skills:

Hands-on experience with QuickBooks is mandatory.
Good understanding of accounts receivable, invoicing, collections, customer ledgers, and reconciliation.
Proficiency in Microsoft Excel, including VLOOKUP/XLOOKUP, Pivot Tables, and ageing reports.
Ability to prepare collection reports, statements of accounts, and receivables MIS.
Knowledge of US taxation and accounting practices will be an added advantage.

Soft Skills: