Accounts Receivable Specialist

Job Description

Job Description

Position Overview

Eastern Industrial Services of NY Inc. is seeking a detail-oriented and persistent Accounts Receivable Specialist to take ownership of our invoicing, accounts receivable, collections and related project documentation.

This is a deadline-driven position that requires more than processing paperwork. The right person will proactively identify billing opportunities, keep project managers and subcontractors on schedule, resolve account discrepancies and help ensure that completed work turns into collected revenue.

The ideal candidate is organized, confident and comfortable following up repeatedly when information or documentation is overdue. Experience with construction billing, AIA pay applications, lien waivers and certified payroll is highly valued.

Key Responsibilities:

• Accounts Receivable and Collections
• Apply customer payments accurately in Build Ops and Quick Books Online.
• Maintain and reconcile customer accounts and accounts-receivable aging.
• Actively manage collections and follow up on past-due balances.
• Investigate payment discrepancies, short payments and outstanding retainage.
• Prepare and distribute customer invoices and monthly statements.
• Maintain accurate collection notes and follow-up dates.
• Escalate aging or disputed receivables when appropriate.
• Build professional relationships with customers while remaining persistent about payment.

Invoicing and Sales Reconciliation:

• Reconcile monthly sales among Build Ops, Quick Books Online and internal invoicing records.
• Review open jobs regularly to identify completed or billable work that has not yet been invoiced.
• Maintain invoicing trackers and supporting reconciliation schedules.
• Coordinate with project managers to obtain the information needed for timely billing.
• Hold project managers accountable to the company’s invoicing calendar.
• Identify invoicing discrepancies and work with the appropriate team members to resolve them.
• Assist with progress invoicing, retainage invoicing and final invoicing.

AIA Billing and Pay Applications:

• Prepare and submit AIA pay applications, including G702 and G703 forms.
• Assemble complete invoice packages for commercial, public works and prevailing-wage projects.
• Track invoicing deadlines, approval status, retainage and payment status.
• Confirm that all required supporting documentation is included before submission.
• Maintain organized records of submitted, approved, rejected and revised pay applications.

Subcontractor Compliance and Documentation:

• Coordinate with subcontractors to obtain lien waivers, certified payroll reports and other required billing documentation.
• Follow up persistently with subcontractors when documentation is missing or overdue.
• Review submitted documentation for completeness and accuracy.
• Prepare, track and submit Eastern Industrial Services’ lien waivers.
• Coordinate with administrative team members when additional support is needed to obtain outstanding documents.

Project Setup and Contract Administration:

• Create new projects in Build Ops and add them to the company’s invoicing tracker.
• Verify that project invoicing information, contract values and customer details are entered accurately.
• Route contracts to the Director of Finance and Administration for review before execution.
• Track contracts to ensure they are signed and returned.
• Maintain organized records of contracts, change orders, billing schedules and related documentation.
• Confirm that approved change orders are properly reflected in project billing records.

Filing, Records and Process Improvement:

• Maintain accurate and organized digital and physical records for contracts, invoices, pay applications and supporting documentation.
• Document invoicing, accounts-receivable and reconciliation procedures as clear,…