Accounts Receivables/ Fleet Portal Administrator - Houston, TX

Job Title: Accounts Receivables/ Fleet Portal Administrator Reports to: AP/AR Manager Location: Houston, TX Department: Admin Salary FLSA Status: Salary Exempt About Us Founded in 2002 and headquartered in Houston, Texas, CraneWorks is a leading dealer of new and used truck-mounted and mobile crane equipment. The company provides manufacturer-backed service, extensive parts inventory, and a modern bare rental fleet across a national footprint including multiple full-service locations. CraneWorks serves a diverse range of industrial sectors, including construction, oil & gas, utilities, transportation, forestry, and renewable energy. With revenues approaching $250 million, the company has established itself as a top dealer in its markets and continues to expand through both organic growth and strategic acquisitions. In 2023, Equity Group Investments (EGI) made a significant investment in CraneWorks, supporting the company’s continued growth and operational excellence. Backed by private equity, CraneWorks offers a fast-paced, performance-driven environment with significant opportunities for professional impact and advancement. Job Summary The Accounts Receivable (AR) Specialist & AR Portal Manager is responsible for managing the end-to-end accounts receivable process while overseeing customer payment portals and digital invoicing systems. This hybrid role ensures timely collections, accurate cash application, and efficient portal management to support revenue cycle optimization and customer satisfaction. Key Responsibilities Monitor accounts receivable aging and proactively follow up on overdue accounts. Apply incoming payments (ACH, wire, credit card, check) to customer accounts. Reconcile discrepancies, resolve billing issues, and investigate short payments. Maintain accurate customer account records and documentation. Prepare AR reports, aging summaries, and collection forecasts. Collaborate with operations, sales, and project management teams to resolve disputes. Administer and maintain customer payment portals, vendor portals, and EDI systems. Ensure invoices are uploaded, submitted, and tracked across required platforms (ie Holman, Fleetio, Element, Penske, Auto Intergrate). Monitor portal compliance requirements and deadlines to prevent payment delays. Troubleshoot portal issues and coordinate with customers or IT for resolution. Maintain portal access, user credentials, and documentation. Identify and implement process improvements for efficiency. Ensure adherence to CraneWorks policies, accounting standards, and internal controls. Support audits by providing accurate AR documentation and reports. Maintain compliance with contractual billing requirements and customer agreements. Comply with applicable federal, state, and local financial regulations. Adhere to Generally Accepted Accounting Principles (GAAP). Ensure confidentiality and security of financial and customer data. Follow company policies related to ethics, anti-fraud, and internal controls. Perform additional duties and responsibilities as assigned to support departmental and organizational objectives. Prepare, file, and track preliminary notices and lien waivers to secure payment, ensuring compliance with statutory deadlines and state laws. Core Competencies Strong ownership mindset with a commitment to accuracy, accountability, and continuous improvement. Effectively manage the collections process by proactively engaging customers, prioritizing accounts, and employing professional communication and negotiation techniques to reduce delinquency and improve cash flow while maintaining positive client relationships. Ability to build credibility and influence across all levels of the organization, including field operations. Exceptional analytical and problem-solving skills with a detail-oriented approach. Proven ability to lead a function, and drive performance. Strong communication skills, with the ability to present complex financial information clearly and effectively. Strong technical proficiency with accounting systems and online portals. Ability to work independently and collaboratively. Results-driven with the ability to operate in a fast-paced, private equity-backed environment. Experience 3+ years of experience in accounts receivable, billing, or collections. Experience managing customer portals, vendor portals, or EDI systems preferred. Experience with ERP/accounting systems (e.g., SAP, Oracle, NetSuite, or similar). Industry experience in construction, heavy equipment, or services preferred. Education & Certifications Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred. Equivalent combination of education and relevant experience will be considered. Physical & Environmental Requirements And ADA Compliance This position operates primarily in an office environment with occasional exposure to industrial settings. Employees must be able to perform essential job functions with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA). Ability to sit or stand for extended periods. Frequent computer use including typing and viewing screens. Occasional walking in office and industrial environments. Ability to lift up to 10 pounds occasionally. Use of required PPE in operational environments. Exposure to noise, temperature changes, and equipment during site visits. Compliance with OSHA and company safety standards. The Company will provide reasonable accommodations to qualified individuals with disabilities. Standard business hours with occasional extended hours during month-end close, audits, or peak operational periods. Benefits Health insurance Paid time off Dental insurance 401(k) 401(k) matching Vision insurance Life insurance Referral programProfessional development assistance CraneWorks is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all individuals are treated with respect and dignity. We encourage applicants from all backgrounds, experiences, and perspectives to apply. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other status protected by applicable law. CraneWorks is committed to providing a work environment that is free from discrimination and harassment. #J-18808-Ljbffr CraneWorks, LLC