Accounts Receivable & Receptionist

Accounts Receivable & Receptionist

White's International Trucks, LLC
Location:  Greensboro, NC
Reports To: Accounting Office Manager
Status: Full-Time

Job Summary

White's International Trucks is seeking a professional, customer-focused Accounts Receivable & Receptionist to support our accounting and administrative operations. This position serves as the first point of contact for customers, vendors, and visitors while also performing accounts receivable functions including invoicing, payment processing, collections, and account maintenance. The ideal candidate will possess strong communication skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced environment.

Key Responsibilities

Reception & Customer Service

• Greet and assist customers, vendors, applicants, and visitors in a professional and friendly manner.
• Answer and direct incoming telephone calls promptly and courteously.
• Provide general information and route inquiries to the appropriate department.
• Maintain a clean, organized, and professional reception area.
• Assist with clerical duties including filing, scanning, copying, and document management.
• Support various administrative projects as assigned.

Billing & Invoicing

• Generate and distribute customer invoices for truck sales, service, and parts.
• Ensure invoices reflect correct pricing, discounts, taxes, and payment terms.
• Maintain accurate customer account records within the accounting system.
• Assist with customer account setup and updates.

Collections & Payment Processing

• Monitor aging reports and follow up on past-due accounts.
• Communicate with customers via phone, email, and mail regarding outstanding balances.
• Process and apply customer payments accurately, including checks, ACH, credit cards, and wire transfers.
• Assist in maintaining positive customer relationships while supporting collections efforts.

Customer Account Management

• Respond to customer inquiries regarding invoices, payments, and account status.
• Research and resolve billing discrepancies.
• Work closely with sales, service, parts, and accounting departments to address account issues.
• Maintain accurate customer credit and payment history records.

Financial Reporting & Support

• Reconcile accounts receivable ledgers and customer balances.
• Assist with month-end and year-end closing procedures.
• Prepare reports related to receivables, collections, cash receipts, and outstanding balances.
• Support initiatives to improve collections and reduce bad debt.
• Perform other accounting and administrative duties as assigned.

Requirements & Qualifications

• High school diploma or GED required; Associate degree in Accounting, Business, or related field preferred.
• Minimum one (1) year of accounts receivable, collections, bookkeeping, or related accounting experience.
• Previous receptionist, front desk, or customer service experience preferred.
• Strong to advanced Microsoft Excel skills required. Candidates should be comfortable working with formulas, pivot tables, lookups, filters, and data analysis. Excel proficiency will be heavily utilized in this role.
• Proficient in Microsoft Office, including Outlook, Word, and Excel.
• Commercial truck, automotive dealership, or transportation industry experience preferred.
• Experience with Procede/Excede software preferred.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.
• Excellent verbal and written communication skills.
• Ability to work effectively in a collaborative team environment.

Personal Must-Haves

• Strong customer service mindset.
• Professional appearance and telephone etiquette.
• Detail-oriented with strong follow-through.
• High level of integrity, dependability, and confidentiality.
• Positive attitude and willingness to learn.
• Ability to remain organized and composed in a busy office environment.

Physical Requirements:

• Frequent sitting, standing, walking, and computer work.
• Ability to communicate effectively in person and by telephone.
• Ability to occasionally lift and carry up to 20 pounds.