Accounts Receivable Manager

We are a full-service provider of HVAC construction, service, and maintenance solutions, with expertise in virtually all types of commercial systems. Our team has complete mechanical, electrical, and plumbing (MEP) expertise, and we are one of the few contractors in the industry with in-house engineering and design capabilities in all three MEP disciplines.

Dallas Mechanical Group (DMG) is looking for a collaborative and detail-oriented Accounts Receivable (AR) Manger who combines strong accounts receivable and construction billing expertise with excellent communication, analytical, and problem-solving skills.

The AR Manager is responsible for supporting accurate and timely accounts receivable and construction billing activities, including AIA billing, pay applications, retainage, change orders, collections, related project documentation and compliance with customer and contractual requirements. This position works closely with Project Management, Accounting, general contractors, customers, and vendors to resolve billing and payment issues, maintain accurate financial records, and facilitate timely collection of outstanding receivables.

The role requires strong attention to detail, organization, and communication, as well as an understanding of construction billing and project accounting practices.

Billing & Project Accounting

• Prepare and process construction project billing in accordance with contractual deadlines and customer requirements.
• Prepare AIA billings, general contractor pay applications, progress billings, retainage billings, and other customer-specific billing documentation.
• Review contract documents for new projects to identify billing contacts, billing periods, retainage requirements, tax considerations, required forms, and other billing-related provisions.
• Enter and maintain billing information in the ERP system, including revenue, retainage, gross billings, and net billings.
• Track project change orders and incorporate approved changes into billing as appropriate.
• Identify vendor back charges and prepare applicable invoices or adjustments.
• Maintain complete and accurate monthly billing records and supporting documentation for audit purposes.

Accounts Receivable & Collections

• Review AR aging reports and customer balances to identify past-due accounts and items requiring follow-up.
• Follow up with general contractors and customers regarding outstanding invoices, payment status, payment holds, invoice questions, and anticipated payment dates.
• Research billing and payment discrepancies and coordinate with internal teams and customers to facilitate resolution.
• Work with Project Management to address issues that may delay billing or payment.
• Maintain documentation of collection activity, payment commitments, and unresolved account issues.
• Assist with processing payments received by phone for open invoices and miscellaneous charges.
• Monitor outstanding receivables and provide information regarding expected payments and collection concerns.

Construction Billing Documentation

• Work with Construction Administration to obtain documentation required for stored-material billing and payment approval.
• Coordinate with Assistant Project Managers to obtain required insurance documentation, approved submittals, vendor information, and supplier waivers.
• Work with Accounts Payable to request and track conditional and unconditional supplier waivers.
• Track required notices, notices of intent to lien, and lien-related deadlines and maintain communication with the appropriate parties regarding outstanding payments.
• Prepare, verify, and maintain Certified Payroll Reports when required.
• Verify that billing packages contain required supporting documentation prior to submission.

Project & Accounting Coordination

• Participate in monthly billing meetings with Project Management to review job costs, upcoming billings, change orders, retainage, outstanding receivables, and billing issues.
• Communicate regularly with Project Management regarding project billing status and documentation needs.
• Run and review financial reports, including AR Aging, Month-End AR, and Job Cost reports.
• Research discrepancies between billing, accounts receivable, job cost, and project records.
• Communicate significant past-due balances, billing issues, and collection concerns to Accounting and Project Management.
• Tax & Accounting Support
• Work with the Accounting Manager to determine applicable tax treatment for invoices and project…