Accounts Receivable Assistant

Job Title: Assistant – Accounts Receivable Department: Finance Reporting To: Manager – Finance Direct Reports: N/A Location- Santos, Brazil

Job Purpose: The Assistant – Accounts Receivable is responsible for supporting day-to-day accounts receivable operations, including invoicing, receipting, customer ledger maintenance, collections follow-up, and reconciliations. The role ensures accuracy of receivable records, timely collections, compliance with company policies and Brazilian statutory requirements, and contributes to healthy cash flow and financial discipline.

Main Tasks and Responsibilities: Accounts Receivable Operations Prepare and issue customer invoices accurately and on time based on operational and contractual data. Record customer receipts, adjustments, credit notes, and settlements in the accounting system. Maintain and update customer accounts receivable ledgers on a regular basis. Follow up with customers on outstanding balances to support timely collections. Maintain organized supporting documents for all AR transactions.

Reconciliations and Reporting Assist in reconciling customer accounts and resolving billing or payment discrepancies. Support preparation of accounts receivable aging reports and collection status reports. Assist in month-end closing activities related to accounts receivable. Verify accuracy of billing data and ensure alignment with contracts and operational records. Support audit requirements by providing AR-related schedules and documentation.

Cash Flow and Collections Track incoming payments and update collection status regularly. Coordinate with internal teams to resolve disputes impacting collections. Support cash flow monitoring by highlighting overdue balances and risks. Maintain accurate records of advances, deposits, and unapplied receipts.

Compliance and Documentation Ensure compliance with internal accounting controls and company policies. Support compliance with Brazilian invoicing and financial documentation requirements. Maintain AR documentation in an organized and audit-ready manner.

Team and Administrative Support Coordinate with Operations, Customer Service, and Commercial teams for billing clarifications. Respond to customer and internal queries related to invoices and payments. Support the Manager – Finance & Accounts in improving AR processes and controls.

Key Performance Indicators (KPIs): • Accuracy of invoicing and customer ledger records –

25% • Timely issuance of invoices and recording of receipts within agreed timelines –

25% • Reduction in overdue receivables and improvement in collection cycle time –

20% • Timely completion of AR reconciliations and month-end activities –

15% • Compliance with internal controls, audit, and statutory requirements –

15%

Key Interactions: Internal:

Finance, Operations, Customer Service, Commercial External:

Customers, Banks, Auditors, Statutory Authorities (as required)

Core Competencies (Grade B – Support Level): Integrity & Accountability:

Maintains confidentiality and accuracy in receivable records. Attention to Detail:

Ensures precision in invoicing, receipting, and reconciliations. Customer Focus:

Communicates professionally with customers and internal stakeholders. Agility:

Manages multiple receivables and deadlines efficiently. Team Collaboration:

Works closely with finance and operations teams to resolve issues.

Functional Competencies (Grade B – Support Level): Accounts Receivable Management:

Understanding of billing, collections, and customer ledgers. Customer Reconciliation:

Ability to reconcile accounts and resolve discrepancies. Invoicing Accuracy:

Ensures invoices are aligned with contracts and services rendered. Compliance & Documentation:

Maintains records for audit and statutory requirements. ERP & Financial Systems:

Basic proficiency in accounting systems (e.g., SAP, Tally, EBMS). Numerical Accuracy:

Ensures correctness in calculations and data entry.

Education and Experience Requirements Education: Bachelor’s degree in Business Administration, or related field.

Experience: 1–2 years of experience in accounts receivable or finance operations. Experience working with ERP or accounting systems preferred. Basic understanding of invoicing, collections, and reconciliations. Experience in shipping, logistics, or service industries is an advantage. Portuguese – Fluent (required). English – Working proficiency (preferred).

Work Environment and Specific Requirements: Office-based role supporting daily accounts receivable operations. Requires accuracy, confidentiality, and attention to detail. May support month-end closings, audits, or collection drives requiring extended hours. Reports directly to the Manager – Finance & Accounts for task allocation and performance review.