Accounts Receivable Specialist

Company Overview

KR Wolfe, Inc. is a dynamic, growing company dedicated to making the equipment and technology of tomorrow work today. We specialize in delivering specialized installation, integration, field service, and renovation services. Our focus is on creating and maintaining advanced environments and systems, primarily in healthcare, education, commercial, and government sectors.

Guided by our Vision to be the company of choice based on quality, value, and customer service, we embody SPIRIT in everything we do:
Spreading Positivity, Initiating Relationships, and Inspiring Teamwork. Our Core Values—QUEST—drive us:
Quality, Understanding & Care, Exceptional Service, SPIRIT, and Trust & Integrity.

The Accounts Receivable Specialist owns the complete customer-to-cash cycle for KR Wolfe. This role is fully accountable 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.

You will master the unique billing complexities of labor-intensive construction, installation, integration, and field-service work—navigating varied contract terms, client portals, lien-related documentation, over/under billing coordination, and the constant interaction required with Project Managers to keep billing aligned with project progress. Your ownership directly drives cash conversion, reduces disputes, and provides clean data for financial reporting and job-cost analysis.

This is a high-visibility, high-ownership role that requires both technical precision and strong professional communication with external customers and internal project teams.

1. 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 every customer record supports accurate, contract-compliant invoicing and collection activity.

• Maintain confidentiality of all customer and company financial information.

2. Complex Construction & Services Billing

• Own the creation, review, and submission of all customer invoices across the full range of contract types: progress billings, milestone-based invoicing, time-and-material, fixed-price, and hybrid structures.

• Navigate and master multiple client portals and unique submission requirements, ensuring every invoice is accepted on the first pass whenever possible.

• Accurately handle retainage, retention releases, lien waivers/releases, and all 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 identifying and resolving potential disputes before invoices are issued.

• Support over/under billing analysis by ensuring invoiced amounts correctly reflect percent-complete and contractual billing rights; elevate significant variances to the Controller.

3. Collections & Cash Application

• Own the full collections process: monitor aging, institute timely collection actions, and drive resolution of past-due balances while preserving customer relationships.

• Post all customer payments accurately and promptly; research and resolve all unapplied cash, short-pays, and disputed amounts.

• Communicate professionally and persistently with customers, AP departments, and project stakeholders to accelerate cash inflows.

• Escalate chronic or high-risk collection issues to the Controller with clear recommendations.

4. Reconciliation, Month-End & Audit Support

• Own the monthly reconciliation of the AR sub-ledger to the general ledger;…