Accounts Receivable Specialist

Description

Job Summary:

The Accounts Receivable (AR) Specialist is responsible for managing the full accounts receivable process, including construction billing (AIA format preferred) and monthly recurring invoicing for managed services contracts. This role ensures accurate invoicing, effective collections, and timely cash application while maintaining strong communication with internal teams and external clients. The ideal candidate has a background in both project-based billing and subscription-style invoicing.

Key Responsibilities:

Construction Billing (AIA Preferred)

• Prepare and submit construction invoices using AIA G702/G703 forms or similar formats.
   
• Coordinate with project managers to ensure all billing aligns with project progress, contracts, schedules of values, and change orders.
   
• Track retainage, lien waivers, compliance documentation, and billing deadlines.
   
• Ensure invoices are submitted accurately and on time to general contractors or construction managers.
   

Managed Services & Recurring Billing

• Generate and manage monthly recurring invoices for managed service clients (e.g., IT services, software licenses, monitoring/support contracts).
   
• Ensure invoices reflect correct terms, quantities, renewals, and service period dates.
   
• Work closely with account managers and operations to update pricing or contract changes.
   
• Reconcile recurring revenue schedules to billing system and customer contracts.
   

Cash Application & Payment Processing

• Apply payments accurately to customer accounts and invoices (check, ACH, wire, credit card).
   
• Reconcile daily deposits and monitor for unapplied or misapplied payments.
   
• Manage overpayments, short payments, and credit memos.
   

Collections & Customer Service

• Monitor AR aging and follow up with customers on past due accounts across both construction and managed services.
   
• Investigate and resolve invoice disputes or customer inquiries in a professional and timely manner.
   
• Collaborate with Sales, Project Management, and Customer Success teams to maintain positive client relationships.
   

Reporting & Reconciliation

• Prepare weekly/monthly AR aging and billing reports for leadership.
   
• Assist with month-end close, including AR reconciliations and revenue recognition support.
   
• Maintain organized documentation of billing activity, contracts, and communications.
   

Compliance & Internal Controls

• Ensure invoicing aligns with terms outlined in contracts and customer agreements.
   
• Maintain records of lien waivers, contracts, recurring service schedules, and customer communications.
   
• Support internal and external audits as needed.

Requirements

Education & Experience

• Associate’s or Bachelor’s degree in Accounting, Finance, or Business preferred.
   
• 2–5 years of AR experience, including:
   
  • Construction billing experience (AIA format preferred)
     
  • Monthly recurring managed services invoicing experience
     
• Experience with ERP/accounting systems (QuickBooks)
   
• Familiarity with CRM tools, ticketing systems, or PSA platforms (e.g., ConnectWise or Hubspot) is a plus.
   

Skills & Competencies

• High attention to detail, accuracy, and organization.
   
• Ability to manage multiple billing types and deadlines simultaneously.
   
• Excellent written and verbal communication skills.
   
• Strong analytical and problem-solving abilities.
   
• Proficient in Microsoft Excel and standard office tools.