Senior Specialist – US / UK Accounts Receivable & Collections

• Job Description: Senior Specialist – US / UK Accounts Receivable & Collections
• Department: Finance & Operations Governance
• Experience Level: 8–10 Years (B2B Global/US Collections Focus)
• Reporting To: Finance Head
• Location: Pune, India
• Work Schedule: US Business Hours (Aligning with US Client Time Zones)
• Employment Type: Full-Time

• Executive Summary & Purpose

The Senior Specialist – US Accounts Receivable & Collections is directly responsible for safeguarding Indovance’s working capital by managing the end-to-end Order-to-Cash (O2C) loop for our US engineering and CAD/BIM services portfolio.

This is an strategic, outcome-oriented role focused on systematically reducing Days Sales Outstanding (DSO), driving past-due balance recoveries (30–120+ days), enforcing contract payment terms, and rapidly resolving billing or milestone disputes. Acting as the primary commercial bridge between US client Accounts Payable (AP) departments and internal Indovance stakeholders (Billing, Sales, Project Delivery), the candidate will implement clear, quantitative collection guardrails to optimize cash conversion and eliminate financial leakage.

• Key Operational & Strategic Responsibilities

• A. US Customer Collections & Cash Conversion Management
• Portfolio Ownership: Independently drive collections for assigned US engineering, architectural, and structural client accounts.
• Active Engagement: Maintain direct, structured communication via phone calls and formal written correspondence with customer AP teams, Controllers, and Procurement Leads to lock in payment dates and remittance details.
• Behavioral Tracking: Monitor historical payment cycles and customer settlement behaviors to proactively flag accounts with impending overdue risks.
• Systematic Cadence: Establish clear, automated follow-up rhythms for pre-due invoice acknowledgments, payment approvals, and scheduled remittance verification.
• B. Aged Receivables Recovery & Risk Governance
• Ageing Analysis & Prioritization: Continuously audit AR ageing schedules (30, 60, 90, and 120+ days) to prioritize intervention based on exposure value and collection probability.
• Targeted Recovery Plans: Design and execute account-specific recovery strategies for high-value delinquent balances and broken payment promises.
• Bad Debt Mitigation: Identify bad debt risks early; prepare structured escalation dossiers for executive leadership and enforce commercial pause/hold triggers on deliverable releases in accordance with corporate policy.
• Audit & Reporting: Maintain real-time collection notes and weekly AR risk registers detailing committed cash flows, pending collection hurdles, and probability-weighted recoveries.

C. Dispute Resolution & Cross-Functional Alignment

• Root-Cause Analysis: Investigate overdue balances resulting from missing Purchase Orders (POs), scope deviations, short payments, tax deductions, or incorrect invoice routing.
• Internal Coordination: Work closely with Indovance Delivery Leads, Project Managers, and Billing Specialists to validate timesheets, project milestone completions, and change orders.
• Deduction & Credit Management: Reconcile short payments, credit notes, and unapplied cash balances to ensure accurate customer ledger positions.
• Process Feedback Loop: Identify recurring billing errors or customer approval bottlenecks and provide actionable feedback to upstream billing and contracting teams.
• D. Billing System & Customer Portal Integration
• Portal Management: Navigate customer AP platforms (e.g., Coupa, Ariba, Bill.com) to track invoice submission approvals, payment batches, and approval routing.
• ERP Precision: Ensure accurate, daily recordkeeping of remittance receipts, payment applications, and communication histories in enterprise accounting systems (e.g., Zoho Books, NetSuite).
• Compliance & Governance: Align all client outreach with US commercial payment practices and Indovance’s internal governance standards.

• Key Performance Indicators (KPIs) & Target Metrics

Performance Metric

Objective / Target Standard

Days Sales Outstanding (DSO)

Achieve and maintain account portfolio DSO within targets.

Overdue Reduction (>60/90 Days)

Reduce >60-day past-due balance to 90% cash collection target on total current receivables monthly.

Dispute Resolution SLA

Identify, assign, and resolve invoice discrepancies within 5 business days.