Accounts Receivable Specialist

Summary

We are seeking a detail-oriented and results-driven Accounts Receivable Specialist with a strong background in customer collections to join our finance team in the medical device industry. This role is critical to maintaining healthy cash flow and minimizing delinquent accounts. The successful candidate will have 5–6 years of AR experience, especially with strong expertise in customer collections and a firm grasp of collections best practices, and the professionalism to interact directly with healthcare providers, purchasing teams, and internal stakeholders. This position reports directly to the Senior Accounting Manager.

In This Role, You Will: 

Accounts Receivable and Collections

• Help manage end-to-end collections activities, with a focus on reducing aging receivables and improving Days Sales Outstanding (DSO).
• Help manage the automated dunning letter processes to improve communication and accelerate collections.
• Proactively contact customers via phone, email, and portals to follow up on outstanding invoices and resolve payment issues.
• Review and analyze aging reports daily; identify collection priorities and escalate high-risk accounts.
• Research and resolve billing discrepancies, short payments, and customer claims in collaboration with the sales and Customer Service teams.
• Maintain accurate, detailed records of collection efforts and customer interactions in NetSuite ERP system.
• Prepare and present weekly and monthly collections reports to the Senior Accounting Manager, including risk assessments and recommended actions.
• Monitor and support credit holds and release processes based on customer payment performance.
• Assist in monthly AR close processes, including reconciliations and journal entries related to collections and bad debt reserves.
• Contribute to continuous improvement initiatives and recommend process enhancements for collections efficiency.

General Ledger support

• Assist with posting of customer payments, credit memos, and adjustments.
• Support journal entry preparation and account analysis related to AR and cash receipts.
• Collaborate with accounting and finance team members to ensure data accuracy across systems.

Month-End Close

• Assist in the preparation and execution of AR-related tasks for monthly close, including account reconciliations and journal entries.
• Reconcile AR subledger to the general ledger and investigate variances as needed.
• Ensure accurate recognition of revenue and AR balances in accordance with GAAP.
• Prepare monthly AR aging and collection status reports for management review.
• Help prepare the analysis for allowance of bad debt.

Financial Audit Support & Compliance

• Assist with year-end and interim financial audits by preparing AR schedules, documentation, and reconciliations as requested.
• Ensure compliance with internal controls and support the team in responding to auditor inquiries related to AR and collections.
• Help maintain audit-ready documentation for all AR transactions and collections activities.
• Assist with the implementation of AR-related process improvements and internal control enhancements.
• Ensure adherence to internal policies, SOX controls, and industry regulations (e.g., FDA, HIPAA).
• Help monitor and document compliance with revenue recognition and credit policy standards.

Who You Will Report To:

• Senior Accounting Manager

Requirements:

• 5-6 years of experience in account receivable with a focus on collections.
• Experience with medical device companies is a plus.
• Bachelor’s degree in Accounting, Finance, or related field preferred.
• Prior experience in the medical device, healthcare, or life sciences industry is highly desirable.
• Strong track record of working in a corporate accounting function maintaining compliance with company policies and procedures.
• Demonstrated problem solving, analytical and process improvement skills
• Proficiency in NetSuite ERP, Salesforce CRM systems and advanced Excel skills (VLOOKUP, pivot tables, formulas)
• Excellent interpersonal and communication skills. Proven ability to communicate effectively across all levels of the organization.
• Work ethic that includes integrity, accountability, and professionalism
• High attention to detail
• Proven ability to meet deadlines, handle multiple priorities, and work cross-functionally.
• Works well with other functions to achieve Company and Team goals.
• Collaborative, positive attitude with desire to work in a demanding, fast-paced, and dynamic work environment for a rapidly growing company.
• Self-motivated and able to contribute individually and as a team, with minimal supervision
• Work location: Pleasanton, CA
• Travel: Less than 10%
• Full time employment
• Must be able to lift 10 pounds, sit for up to 8 hours/day
• Compliance with relevant county, state, and Federal rules regarding vaccinations.

What We Offer:

At Calyxo, you will be part of a knowledgeable, high-achieving, experienced and fun team.  You will work in a diverse work environment with experienced, proven leaders and have an opportunity to shape our company culture.  You will experience constant learning and dynamic challenges to help you grow and be the best version of yourself. 

We also offer a compensation plan as follows:

• Competitive hourly rate of $33.65/hr - $40.00/hr
• Stock options – ownership and a stake in growing a mission-driven company
• Employee benefits package that includes 401(k), healthcare insurance and paid vacation