Billing and Collections Specialist

Job Overview Summary

The Billing and Collections Specialist owns the full receivables cycle — from invoicing through to cash collected — with a primary focus on driving down DSO and resolving aged receivables across the organization’s project and service portfolio. This role is the organization’s front line for collections: proactively working aging reports, resolving disputes, and pursuing payment with persistence until accounts are current.

Billing accuracy is a means to that end — clean, well‑documented invoices are what make collections efforts successful. The ideal candidate is a tenacious, deadline‑driven follow‑up specialist who is comfortable holding customers accountable for payment while maintaining strong working relationships.

• Own the aging report for an assigned portfolio of accounts, working every past‑due invoice via phone and email on a structured, recurring cadence following the Minuteman Collections Playbook while utilizing creativity and discretion to clear blockers and collect cash.
• Proactively contact customers before invoices become past due on large or historically slow‑paying accounts.
• Investigate and resolve billing disputes, short payments, and deductions, coordinating with project managers and operations to get to root cause quickly.
• Negotiate payment plans and commitments with customers, documenting agreements and following through until payment is received.
• Identify and
  ** escalate
  * * at‑risk or aged receivables to the Accounts Receivable Manager with a clear summary of collection efforts to date and recommended next steps.
• Submit and track invoices through customer billing portals (Textura, GCPay, Ariba, Coupa, etc.), monitoring for rejections or compliance holdbacks that delay payment.
• Maintain and renew required compliance documentation (lien waivers, COIs, W‑9s, tax exemption certificates) that customers require before releasing payment.
• Recommend accounts for credit hold or collections agency/legal referral when internal efforts are exhausted.

• Generate progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects, ensuring they’re accurate and fully supported so they don’t stall in the collections pipeline.
• Coordinate with project managers to confirm percentage of completion, change orders, and compliance documents prior to invoicing.
• Maintain billing schedules and meet monthly cutoff dates.

• Convert completed service tickets and work orders into accurate customer invoices on a daily or weekly cadence.
• Review labor, materials, and subcontractor costs for accuracy, and apply correct pricing, tax treatment, and contract terms.
• Resolve field‑to‑billing discrepancies with technicians and service managers.

• Serve as the primary point of contact for customers on billing and payment status inquiries, balancing firmness on collections with professionalism.
• Work as part of the centralized billing team, sharing knowledge and covering for teammates.
• Build strong relationships with project managers and operations leaders to resolve the root causes of payment delays (missing documentation, disputed scope, etc.).

• Own Accounts Receivable aging analysis and reporting, including trends in days‑to‑collect by customer and account manager.
• Assist with month‑end close, including unbilled revenue review and Accounts Receivable reconciliations.
• Ensure compliance with sales tax requirements and customer‑specific billing protocols.
• Identify process improvements that reduce Days Sales Outstanding (DSO, or days to collect cash) and shorten the collection cycle.

• Own It:
  Focus on excellence in every customer interaction, especially around resolving payment issues
• Learn:
  Become an expert in customer payment behaviors and portal requirements
• Represent:
  You are the face of the company when pursuing payment — professional but persistent
• Diversity:
  Every account and dispute is different; enjoy variety in your workday
• Work as One Team:
  Partner with sales, management, and…