Customer Billing and Support Associate

About Us:
HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, and logistics. We are currently seeking an Customer Billing and Support Associate to join our growing accounting team.

The Opportunity:
As a Customer Billing and Support Associate with HeadQuarters, you will be responsible for managing and monitoring receivables, preparing and processing invoices, and supporting customers with billing-related inquiries and account matters. We are looking for a detail-oriented, organized professional with excellent English and strong communication skills who is comfortable working with numbers and financial information and is ready to grow in a high-volume, fast-paced environment.

The working hours for this role are 9:00 AM–5:00 PM EST or 9:00 AM–5:00 PM PST , depending on the client.
In Serbia, this corresponds to 3:00 PM–11:00 PM or 6:00 PM–2:00 AM , respectively.

Key Responsibilities:
- Collections & Aging Management:  Manage and maintain aged accounts receivable across wholesale retail accounts, ensuring timely collection efforts and resolution of delinquent balances.
- Proactive Follow-Up:  Monitor aging reports and proactively follow up on upcoming and past-due invoices through phone calls, emails, and written correspondence while maintaining accurate documentation of all account activity, customer communication, and collection efforts.
- Dispute Resolution:  Investigate, resolve, and reconcile account discrepancies, invoice disputes, deductions, short payments, and unapplied cash in a timely and professional manner.
- Payment Processing:  Process, apply, and reconcile customer payments and credit memos accurately within  Dynamics  and  Acumatica ERP  systems.
- Credit Risk Monitoring:  Monitor customer credit risk, review payment trends, assist with payment term requests, and support credit reviews for new and existing retail accounts.
- Sales Partnership:  Partner with sales personnel to manage customer accounts, review credit limits, enforce credit holds on delinquent accounts, and balance collections priorities with customer relationship management.
- Account Reconciliation:  Perform account reconciliations and support retail partners with statement reviews, payment research, and dispute resolution.
- Risk Escalation:  Identify delinquent or high-risk accounts and recommend payment arrangements, escalations, third-party collections, or legal action when necessary.
- Reporting:  Maintain accurate account records and prepare reporting related to AR aging, account status, collections activity, and critical account updates.
- Leadership Engagement:  Participate in weekly meetings with the CFO and Financial Controller to provide updates on critical accounts, collection risks, and overall AR performance.

Qualifications:
- Excellent English communication skills, both written and verbal.
- Strong communication, presentation, negotiation, and problem-solving skills.
- Previous experience in billing, finance, accounting, collections, customer support, or a similar role is a plus.
- Highly organized, detail-oriented, and comfortable working with numbers, data, and financial information.
- Experience working with ERP systems is a plus; familiarity with Dynamics or Acumatica is an advantage.