Accounts Receivable Specialist

Job Title:

Accounts Receivable Specialist

Job Description

The Accounts Receivable Specialist will manage the full accounts receivable function for an electrical low voltage contractor that designs and integrates building automation systems, building management systems, and structured cabling solutions. This role oversees the complete billing and collections cycle, ensures accurate and timely processing of invoices and payments, and supports healthy cash flow through proactive customer account management. The position requires strong construction industry accounts receivable experience, attention to detail, and the ability to collaborate effectively with internal teams and external customers.

Responsibilities

+ Perform daily accounts receivable activities, including receiving bills, confirming accuracy, coding, and entering payables-related information into the accounting system.

+ Manage full-cycle accounts receivable, including sales order creation, delivery confirmation, billing document preparation, posting to customer accounts, and receiving and posting customer payments.

+ Build and maintain positive working relationships with internal stakeholders such as sales and operations teams, as well as external customers.

+ Ensure all invoices and cash applications are processed accurately and in a timely manner to support consistent cash flow.

+ Process new credit applications in accordance with credit department guidelines and company size considerations.

+ Manage progress billing control, including preparation of progress invoices and related reporting for construction projects.

+ Post customer payments accurately to the appropriate accounts and reconcile any discrepancies.

+ Make collection calls and correspond with customers regarding past-due balances to reduce outstanding receivables.

+ Provide responsive customer service regarding collection issues, including processing customer refunds, reviewing and processing account adjustments, and resolving client discrepancies and short payments.

+ Monitor and maintain assigned customer accounts, including conducting customer calls, processing account adjustments, handling small balance write-offs, performing customer reconciliations, and processing credit memos.

+ Prepare and reconcile customer statements, process customer returns, and issue revised or new invoices as needed.

+ Maintain accounts receivable files and documentation thoroughly and accurately in accordance with company policies and accepted accounting practices.

+ Support month-end close activities, which may include preparing journal entries, analyzing days sales outstanding (DSO), and performing accounts receivable reconciliations.

+ Assist with construction-specific billing requirements, including preparation and coordination of lien waivers, lien releases, and related documentation.

+ Utilize billing systems and accounting software to manage receivables and support reporting and reconciliation activities.

Essential Skills

+ Minimum of 3 years of accounts receivable experience within a construction company.

+ Demonstrated experience with full-cycle accounts receivable, including sales orders, billing, posting, and payment application.

+ Knowledge and hands-on experience with liens and pre-liens in a construction environment.

+ Proficiency with construction billing processes and documentation, including lien waivers and lien releases.

+ Intermediate Microsoft Excel skills, including the ability to use v-lookups and perform data analysis for reconciliations and reporting.

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Experience with collections, including making collection calls and managing past-due customer accounts.

+ Strong skills in invoicing, reconciliation, and accounts receivable customer service.

+ Ability to maintain accurate financial records and documentation in line with accepted accounting practices.

+ Strong attention to detail, accuracy, and organizational skills.

+ Effective verbal and written communication skills for interacting with internal teams and external customers.

Additional

Skills & Qualifications

+ Experience using Viewpoint Vista or similar construction-focused accounting and billing systems is preferred.

+ Background in…