[Hiring] Customer Billing and Support Associate @HeadQuarters

Role Description

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:

• Manage and maintain aged accounts receivable across wholesale retail accounts, ensuring timely collection efforts and resolution of delinquent balances.
• 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.
• Investigate, resolve, and reconcile account discrepancies, invoice disputes, deductions, short payments, and unapplied cash in a timely and professional manner.
• Process, apply, and reconcile customer payments and credit memos accurately within Dynamics and Acumatica ERP systems.
• Monitor customer credit risk, review payment trends, assist with payment term requests, and support credit reviews for new and existing retail accounts.
• 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.
• Perform account reconciliations and support retail partners with statement reviews, payment research, and dispute resolution.
• Identify delinquent or high-risk accounts and recommend payment arrangements, escalations, third-party collections, or legal action when necessary.
• Maintain accurate account records and prepare reporting related to AR aging, account status, collections activity, and critical account updates.
• 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.

Benefits

• Work fully remotely in a flexible and collaborative environment.
• Build your expertise in billing and customer accounts while supporting leading U.S. cannabis companies.
• Grow your career through hands-on experience, ownership, and continuous learning.

Company Description

HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, and logistics.