Customer Billing and Support Associate

About the role

HeadQuarters is a global start-up that supports US cannabis companies in finance, sales operations and logistics. It is looking for a Customer Billing and Support Associate to join its accounting team. You will manage and monitor receivables, prepare and process invoices, and support customers with billing questions and account matters. The role is full-time and fully remote, with working hours of 9:00 AM–5:00 PM EST or PST depending on the client.

Key responsibilities

• Manage aged accounts receivable across wholesale retail accounts and follow up on upcoming and past-due invoices by phone, email and written correspondence, keeping accurate records of all account activity.
• Resolve account discrepancies, invoice disputes, deductions, short payments and unapplied cash.
• Process, apply and reconcile customer payments and credit memos in Dynamics and Acumatica ERP systems.
• Monitor customer credit risk, review payment trends, help with payment term requests and support credit reviews for new and existing accounts.
• Work with sales to manage customer accounts, review credit limits, enforce credit holds on delinquent accounts and balance collections with customer relationships.
• Reconcile accounts and support retail partners with statement reviews and dispute resolution.
• Flag delinquent or high-risk accounts and recommend payment arrangements, escalations, third-party collections or legal action when needed.
• Maintain account records, prepare AR aging and collections reports, and attend weekly meetings with the CFO and Financial Controller.

Required profile

• Excellent written and spoken English.
• Strong communication, presentation, negotiation and problem-solving skills.
• Previous experience in billing, finance, accounting, collections or customer support is a plus.
• Organized, detail-oriented and comfortable with numbers and financial information.

Required skills

• Experience with ERP systems is a plus; familiarity with Dynamics or Acumatica is an advantage.

What we offer

• Full remote work in a flexible, collaborative environment.
• Hands-on experience building expertise in billing and customer accounts.
• Career growth through ownership and continuous learning.