Accounts Receivable Specialist

Overview

This role owns the complete customer-to-cash cycle, with full accountability for accurate customer setup, complex construction and services billing (progress, milestone, retainage, and multi-portal environments), collections, account reconciliation, and the integrity of the AR sub-ledger.

Responsibilities focus on mastering billing complexities typical of labor-intensive construction, installation, integration, and field-service work—working with varied contract terms and client portals, coordinating lien-related documentation, and partnering closely with Project Managers to keep billing aligned with project progress.

Responsibilities

• Customer Account Ownership & Maintenance

  • Own the full lifecycle of customer master data: setup, ongoing maintenance, credit terms, billing preferences, portal credentials, and contact hierarchy.
  • Ensure customer records support accurate, contract-compliant invoicing and collection activity.
  • Maintain confidentiality of all customer and company financial information.

• Complex Construction & Services Billing

  • Create, review, and submit customer invoices across the full range of contract types, including progress billings, milestone-based invoicing, time-and-material, fixed-price, and hybrid structures.
  • Navigate and manage multiple client portals and unique submission requirements to support accepted invoices on the first pass when possible.
  • Accurately handle retainage, retention releases, lien waivers/releases, and related compliance documentation required by construction and service contracts.
  • Coordinate closely with Project Managers to align billing with actual project progress, contractual milestones, and approved change orders; proactively identify and resolve potential disputes before invoices are issued.
  • Support over/under billing analysis by ensuring invoiced amounts properly reflect percent-complete and contractual billing rights; escalate significant variances to the Controller.

• Collections & Cash Application

  • Own the full collections process: monitor aging, take timely collection actions, and resolve past-due balances while preserving customer relationships.
  • Post customer payments accurately and promptly; research and resolve all unapplied cash, short-pays, and disputed amounts.
  • Communicate professionally with customers, AP departments, and project stakeholders to accelerate cash inflows.
  • Escalate chronic or high-risk collection issues to the Controller with clear recommendations.

• Reconciliation, Month-End & Audit Support

  • Own monthly reconciliation of the AR sub-ledger to the general ledger; investigate and clear variances before close.
  • Prepare and provide complete supporting documentation for internal and external audits in a timely, organized manner.
  • Support a clean, efficient month-end close by delivering accurate AR aging, deferred revenue, and related schedules on schedule.

• Systems, Process Ownership & Continuous Improvement

  • Maintain accurate data and workflows in Quickbase, QuickBooks, and any client-specific portals or systems.
  • Troubleshoot unbalanced or missing transactions; take ownership of root-cause resolution rather than workarounds.
  • Identify process gaps, control weaknesses, or automation opportunities in the billing and collections cycle and recommend improvements to the Controller.

Required Qualifications

• High school diploma or GED required; Bachelor’s degree in Accounting, Business, or related field preferred.
• Minimum 3–5 years of progressive accounts receivable experience, with at least 2 years in a construction, field-service, or project-based environment.
• Hands-on experience with construction/services billing complexities, including progress billings, milestone invoicing, retainage, lien waivers/releases, and multi-portal submissions.
• Solid understanding of the full accounting cycle, including income statement/balance sheet impact of AR, job-cost posting, and over/under billing concepts.
• Working knowledge of QuickBooks; ability to quickly learn Quickbase and additional client portals/systems.
• Proven ability to troubleshoot unbalanced or missing transactions and to work directly with Project Managers to resolve discrepancies.
• Strong organizational skills and attention to detail; ability to manage high invoice volume and aging items with minimal supervision.
• Excellent written and verbal communication skills for professional customer and internal stakeholder interactions.

Preferred Qualifications

• Prior experience in a multi-division or multi-state construction/services company.
• Familiarity with AIA-style billing, government contracting payment processes, or healthcare facility billing environments.
• Advanced Excel skills and experience with data analytics or reporting tools.

Compensation & Benefits

Not specified in the provided job description.

Location

Not specified in the provided job description.