Accounts Receivable and Billing Administrator

The Accounts Receivable & Project Billing Administrator is responsible for managing the complete accounts receivable process from project setup through final payment collection. This position works closely with Project Managers, Operations, and Accounting to ensure projects are properly established, customer invoices are accurate and timely, collections are effectively managed, and financial records remain current and accurate.

The successful candidate will be highly organized, detail-oriented, dependable, and capable of managing multiple projects and deadlines simultaneously.

• Establish new jobs within the accounting system and create electronic project files.
• Maintain project information to ensure accurate job costing and billing.
• Prepare, review, and issue customer invoices in accordance with contract requirements.
• Monitor accounts receivable aging and proactively manage outstanding balances.
• Contact customers regarding past-due invoices through professional phone and email communications.
• Apply customer payments and reconcile customer accounts.
• Research and resolve billing discrepancies in coordination with Project Managers and customers.
• Prepare accounts receivable aging reports and other management reports.
• Assist with month-end and year-end accounting activities.
• Maintain organized customer files and supporting billing documentation.
• Coordinate with Project Managers to ensure billing aligns with purchase orders, contracts, approved change orders, and completed work.
• Process customer documentation requests, including lien waivers, vendor forms, and supporting invoice documentation.
• Maintain compliance with company accounting procedures and internal controls.
• Assist with additional accounting and administrative responsibilities as assigned.

• Minimum 3–5 years of Accounts Receivable and Project Billing experience.
• Experience working within a project-based business, preferably industrial services, construction, manufacturing, fabrication, or contracting.
• Experience with Quick Books Enterprise is strongly preferred.
• Advanced proficiency with Microsoft Excel, Outlook, Word, and other Microsoft Office applications.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Professional demeanor when communicating with customers, vendors, and internal personnel.
• Ability to work independently while contributing effectively within a team environment.

• Three to five years of Quick Books Enterprise experience.
• Three to five years of project billing and job costing experience.
• Experience working with purchase orders, progress billing, time-and-material billing, and industrial service contracts.
• Experience supporting Project Managers and Operations personnel.
• Experience maintaining confidential financial and customer information.

HOUAC
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