Accounts Receivable Specialist

Overview

We are seeking an energetic and detail-oriented Accounts Receivable Specialist to join our finance team. This role is vital in managing the company’s incoming payments, ensuring accurate record-keeping, and maintaining excellent client communication. The ideal candidate will be proactive, organized, and possess a strong understanding of accounting principles and financial software systems to support our ongoing growth and operational efficiency.

Core Responsibilities:

Accounts Receivable & Billing Support

• Assist with preparation and distribution of progress billings and invoices
• Support collection efforts by providing documentation and responding to client inquiries
• Maintain organized AR files and documentation
• Assist with lien waivers and related documentation when required
• Coordinate with project managers regarding billing status and receivable balances

Client Onboarding & Compliance

• Onboard new clients, including collecting required documentation and system setup
• Complete client vendor forms and prequalification packets
• Submit Certificates of Insurance (COI) requests and coordinate with insurance brokers
• Prepare and submit bond requests, including performance and payment bonds

Job Setup & Project Administration

• Set up new jobs in the accounting system, ensuring accurate entry of contract values, cost codes, billing terms, and project details
• Verify contract documentation prior to job activation
• Maintain job files including contracts, change orders, and compliance documents
• Update job information as change orders are approved
• Coordinate with project managers to ensure accurate project financial setup
• Maintain compliance documentation required by general contractors and customers
• Track and monitor expiration dates for insurance and bond documentation

Project Accounting Team Support

• Assist project accountants with assigned financial and administrative tasks
• Support change order tracking and documentation management
• Help reconcile job-related billing discrepancies
• Maintain communication between accounting and operations teams
• Provide documentation for audits or internal reporting needs

Experience:

• Proven experience in accounts receivable management within a corporate or public accounting environment.
• Strong knowledge of accounting systems such as QuickBooks or similar financial software platforms.
• Familiarity with billing software, spreadsheets, Excel data analysis, and technical accounting concepts including journal entries and account reconciliation.
• Experience handling collections accounts and credit analysis to optimize cash flow.
• Ability to perform detailed account analysis using Excel formulas and double entry bookkeeping principles.
• Excellent communication skills with a focus on client relationship management and negotiation.