Account Receivable

Overview

We are seeking a detail-oriented and organized

Accounts Receivable Clerkto join our finance team. This role is essential in managing the company’s accounts receivable, ensuring the accurate recording of financial transactions, and maintaining positive relationships with customers. The ideal candidate will possess strong organizational skills, proficiency in accounting software like Quick Books, and a solid understanding of the accounts receivable process, including invoicing, payment tracking, and financial reporting. As an Accounts Receivable Clerk, you will play a key role in ensuring the timely and accurate collection of payments and supporting the overall financial health of our organization.

• Invoicing & Billing:
  • Create and submit invoices in Quick Books for a variety of customers, including tracking and ensuring the correct documentation is attached (e.g., POs, completion sign-offs, photos).
  • Handle customer-specific invoicing processes.
  • Track and follow up on outstanding invoices, ensuring timely payment collection and updating project status in Smart Sheets.
• Payment Processing:
  • Process incoming payments, including checks, and deposit them into the appropriate accounts.
  • Clear invoices in Quick Books upon receipt of payments, ensuring that payment details are correctly entered and linked to the appropriate invoice.
  • Address payment discrepancies, such as missing remittance advice or unmatched payment amounts, by reaching out to customers or AP departments as needed.
• Aging Reports & Reconciliation:
  • Monitor accounts receivable aging reports and follow up on outstanding payments to ensure timely collections.
  • Generate regular reports on the status of outstanding invoices for management review.
  • Analyze payment trends and proactively address any potential issues or discrepancies with customers.
• Payment Adjustments & Resubmissions:
  • In the event of invoicing errors or discrepancies, work with project managers to update work plans, resolve issues, and reissue corrected invoices.
  • Handle customer requests for invoice adjustments, cancellations, and resubmissions via the appropriate channels.
• Document Management & Reporting:
  • Ensure proper documentation is attached to each invoice in Quick Books and maintained in SharePoint and Dropbox for easy access and record-keeping.
  • Process and manage lien waivers, ensuring they are correctly matched to invoice amounts and signed/notarized before submission.
  • Regularly update project tracking systems such as Smart Sheets, marking invoices as "invoiced" and adjusting project status once payments are received.
• Communication & Customer Relations:
  • Communicate with customers to resolve payment-related issues, including discrepancies with remittance, missing payments, or incorrect invoice amounts.
  • Coordinate with internal teams, including ESLE project managers and EMC project managers, to ensure all billing information is accurate and up-to-date.
• Other Accounts Receivable Tasks:
  • Process and file remittance advice when payment information is unclear or incomplete.
  • Work with the accounts payable team to resolve any payment issues that impact accounts receivable.
  • Maintain accurate records of all accounts receivable transactions and ensure compliance with company policies and procedures.
• Permitting & Inspections:
  • Manage the permitting process for projects, ensuring necessary documentation such as engineering stamps, Title 24 compliance, and structural calculations are submitted to the appropriate jurisdictions.
  • Coordinate and schedule inspections for projects as needed, ensuring compliance with local building codes and project requirements.
  • Track permit statuses and ensure all final inspections are completed before project closure.

• Proven experience in accounts…