AR/Collections Coordinator

Job Description

Job Description

Description:

Position Summary The AR/Collections Coordinator is responsible for the company's full invoicing and accounts receivable process, from reviewing completed work and preparing accurate invoices through payment application and collections.This position will ensure invoices are created accurately and timely, delivered to customers, monitored through the payment process, and actively followed up when balances become past due. The role will work closely with Service, Sales, Construction, and Operations to resolve billing issues and ensure work is properly documented and billed.The ideal candidate is organized, detail-oriented, persistent, professional, and comfortable taking ownership of the entire billing and collections cycle.

Key ResponsibilitiesInvoicing & Billing

• Own and manage the company's day-to-day invoicing process across all applicable departments and customer types.
• Review completed jobs, work orders, contracts, purchase orders, and supporting documentation to ensure work is ready to be billed.
• Prepare and issue accurate customer invoices in a timely manner.
• Verify labor, materials, equipment, change orders, deposits, retainage, discounts, and other applicable charges are properly reflected on invoices.
• Ensure invoices are billed according to customer contracts, agreed-upon terms, and company policies.
• Review invoices for accuracy, completeness, appropriate coding, and supporting documentation prior to submission.
• Submit invoices through customer portals and other required billing platforms.
• Ensure invoices are delivered to the appropriate customer contacts and/or accounts payable departments.
• Monitor rejected, disputed, or returned invoices and promptly correct and resubmit as necessary.
• Track billing requirements for customers with specific invoicing procedures, documentation requirements, or portal submissions.
• Coordinate with Service, Sales, Construction, and Operations to obtain missing information needed to complete invoicing.
• Identify and resolve billing discrepancies before they become collection issues.
• Maintain organized documentation supporting customer invoices.
• Monitor unbilled work and work with appropriate departments to ensure completed work is invoiced promptly.
• Assist with month-end billing activities and ensure all appropriate work is invoiced within the required accounting period.
• Identify opportunities to improve billing accuracy, efficiency, and turnaround time.

Accounts Receivable & Collections

• Monitor accounts receivable balances and aging reports to identify past-due accounts and collection priorities.
• Contact customers by phone, email, and written correspondence regarding outstanding balances.
• Establish and maintain consistent collection follow-up schedules.
• Document collection activity, customer commitments, disputes, and payment arrangements.
• Work with customers to resolve billing questions, discrepancies, and payment issues.
• Research account balances and coordinate with internal departments to resolve invoicing or service-related issues.
• Escalate delinquent or high-risk accounts when appropriate.
• Process and accurately apply customer payments to the appropriate accounts.
• Assist with account reconciliations and research unapplied or unidentified payments.
• Monitor customer accounts for credit concerns and communicate potential collection risks to management.
• Maintain accurate customer account information and documentation.
• Prepare and distribute customer statements and collection correspondence as needed.
• Support escalation of severely delinquent accounts and outside collection activity when appropriate.
• Maintain consistent follow-up until outstanding balances are resolved.

Cross-Department Coordination

• Partner closely with Service, Sales, Construction, and Operations to ensure completed work is accurately documented and billed.
• Communicate billing issues and collection concerns to the appropriate manager or department.
• Help identify operational issues that contribute to delayed invoicing or collections.
• Provide feedback to management regarding recurring billing, documentation, or customer payment issues.
• Maintain professional and positive customer relationships while appropriately enforcing company payment expectations.

What We're Looking For

• Previous accounts receivable, invoicing, collections, accounting, or related experience preferred.
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Comfortable making collection calls and having direct conversations regarding overdue balances.
• Professional and customer-focused demeanor, even in difficult conversations.
• Strong problem-solving and follow-through skills.
• Ability to prioritize and manage multiple accounts, invoices, and deadlines.
• Ability to work independently while also collaborating effectively with a team.
• Proficiency with Microsoft Office, particularly Excel.
• Experience with accounting software and/or ServiceTitan is a plus.
• HVAC, construction, or service-industry experience is a plus.

The Right Person for This Role

The right candidate will be comfortable digging into an account, determining what is needed to get an invoice out the door, resolving issues that prevent payment, communicating with customers and internal teams, and following the issue through to resolution.You should be confident enough to make the call, detail-oriented enough to catch billing errors before they reach the customer, professional enough to protect the customer relationship, and persistent enough to keep following up until the account is resolved.

Why Join ACSI?

• Competitive compensation
• Health, dental, and vision benefits
• 401(k) with company match
• Paid time off
• Stable, growing company
• Collaborative team environment
• Opportunities for professional growth and development
• The opportunity to make a meaningful impact on the financial health and operations of the company

If you're organized, driven, detail-oriented, and ready to take ownership of the complete invoicing and accounts receivable process, we'd love to hear from you.