Accounts Receivable Specialist

Job Title: Accounts Receivable Specialist

Location: Cincinnati, OH (office-based)

Employment Type: Full-Time

Schedule: Monday through Friday, start time flexible between 7:00 AM and 8:30 AM

Job Summary

Ryan Fireprotection is seeking a detail-oriented Accounts Receivable & Collections Specialist to join our Cincinnati office. This role's primary focus is managing collections and driving down past-due balances, with additional responsibilities supporting city license renewals, certificates of insurance (COI), and work order invoicing for our service line of business. This is a great fit for someone who is persistent, organized, and comfortable owning a portfolio of accounts from first follow-up through resolution.

Key Responsibilities

Collections (primary focus)

• Manage a portfolio of past-due accounts, initiating timely follow-up calls, emails, and written correspondence
• Track aging reports and prioritize outreach based on balance and delinquency
• Resolve billing discrepancies and disputes in coordination with sales, service, and project teams
• Negotiate payment plans and escalate unresponsive accounts per company process
• Maintain accurate, up-to-date collection notes and account status in the accounting system
• Report on collections progress, aging trends, and problem accounts to leadership

City License Renewals

• Track renewal deadlines for contractor and business licenses across service jurisdictions
• Prepare and submit renewal applications and required documentation
• Maintain a renewal calendar and proactively flag upcoming deadlines

Certificates of Insurance (COI)

• Process COI requests from customers, general contractors, and vendors
• Coordinate with the insurance broker to obtain updated certificates as needed
• Maintain organized records of active COIs and renewal dates

Work Order Invoicing (Service)

• Review completed service work orders for accuracy and completeness
• Generate and issue invoices for service work in a timely manner
• Follow up with technicians or service coordinators on missing information needed to invoice
• Support month-end invoicing close as needed

General Office

• Provides phone support, handling calls with professionalism and directing inquiries appropriately
• Manages incoming and outgoing mail
• Orders and maintains office supplies
• Performs other office duties as assigned

Qualifications

• 2+ years of experience in collections, accounts receivable, or a related accounting/finance role
• Experience in construction, service-based, or trades industries is a plus
• Strong communication skills, particularly for firm but professional collections conversations
• High attention to detail and comfort managing deadlines across multiple recurring tasks (license renewals, COIs, invoicing)
• Proficiency with accounting/ERP software and Microsoft Excel
• Ability to work independently and prioritize a varied workload

Physical/Work Environment

• Office-based role in Cincinnati, OH
• Standard office equipment and phone-based work for the majority of the day