Accounts Receivable Specialist

POSITION SUMMARY:

The Accounts Receivable Specialist is responsible for managing customer accounts and ensuring accurate and timely payment processing. This role partners with customers and internal teams to resolve account discrepancies, address payment concerns, and maintain healthy account balances. The position also coordinates mechanic's lien filings and releases as needed. By providing excellent customer service and effective account management, the Accounts Receivable Specialist supports the company's financial goals and the overall success of the Accounting Department.

• Manage collection activities for assigned customer accounts, primarily through email communication, with phone outreach as needed.
• Monitor accounts receivable aging and follow up on past-due balances.
• Maintain professional customer relationships while driving timely payment of outstanding invoices.
• Document collection efforts, payment commitments, account status updates, and other relevant customer communications in Quickbase.
• Escalate delinquent accounts in accordance with company policies and notify managers when collection issues require additional attention.
• Research and resolve short-paid invoices, deductions, disputed charges, unapplied payments, and other customer account discrepancies by coordinating with internal departments as needed.
• Process and reconcile customer over payments, credits, and refunds as necessary.
• Review account activity to identify collection barriers and recommend corrective actions that improve payment turnaround times and reduce outstanding balances.
• Maintain accurate customer account records and supporting documentation.
• Prepare, file, track, and release mechanic's liens in accordance with state-specific requirements and company procedures.
• Monitor lien deadlines and maintain proper documentation to preserve lien rights.
• Coordinate with customers, Project Managers, and Service Managers regarding lien-related matters.
• Ensure timely filing of lien releases upon receipt of payment.
• Maintain organized records of all lien filings, notices, waivers, and releases.
• Assist with month-end AR reconciliation and reporting activities.
• Prepare regular AR reports and status updates regarding collection efforts, outstanding account issues, and payment trends.
• Support audit requests by providing account documentation and payment records.
• Identify trends in payment disputes, short pays, and collection challenges and assist in developing and improving collection procedures and AR processes.
• Import employee’s time daily and verify hours for various departments.
• Manage inventory of office supplies and maintain vendor relationships.
• Keep office areas clean, organized, and adequately stocked.
• Manage cleaning and maintenance of office buildings with vendors and landlord.
• Assist branch Project Managers with various administrative items as needed, including expense reports, credit card receipts, bids, ordering food, making hotel reservations, and other support.
• Scan all invoices and packing slips and send them to Accounting. Promptly answer all incoming calls in a professional manner; direct callers to the appropriate department and/or employee. This includes, but is not limited to, transferring calls to extensions, voicemail, taking accurate handwritten messages, and routing them properly. Assist callers with general inquiries.
• Greet and assist all visitors.
• Receive all incoming shipments.
• Prepare and coordinate outgoing Fed Ex and UPS packages.
• Assist Human Resources as required with applicant processing.
• Support special projects and other accounting-related responsibilities as assigned.
• Perform other duties as assigned.

• Associate's degree or equivalent from a two-year college or technical school, preferably in Accounting or Business Administration; or at least 2 years of related experience and/or training; or an equivalent combination of education and experience.

• 2+ years of accounts receivable, collections, customer account management, or related accounting experience preferred.
• Experience in the construction industry, accounting and mechanic's liens is highly preferred.

• Demonstrated ability to maintain high levels of confidentiality.
• Strong written communication skills with the ability to conduct effective collection efforts through email.
• Excellent attention to detail and organizational skills.
• Strong investigative and problem-solving abilities.
• Ability to…