Billing and Collections Specialist

Job Description

Job Description

We are looking for a detail-oriented, highly organized Accounts Payable / Accounts Receivable Specialist to manage the full cycle of vendor payables and customer receivables. This role requires strong QuickBooks proficiency and rigorous follow-through on invoicing, collections, and vendor payments to protect cash flow and keep financial records accurate across active projects.

Reports To: Chief Operating Officer

Department: Accounting / Finance

Employment Type: Full-Time

Location: Brookfield, CT — in-office, with regular coordination with project managers and field staff

Key Responsibilities

Accounts Receivable

• Prepare, issue, and track customer invoices and pay applications (AIA and standard formats) in accordance with contract billing schedules and retainage terms

• Monitor the AR aging report weekly and proactively follow up on outstanding balances, past-due invoices, and unresolved billing discrepancies

• Coordinate with project managers to confirm billing amounts, change orders, and completed work prior to invoicing

• Communicate directly with general contractors and clients to resolve payment delays, disputes, and documentation requests (lien waivers, COIs, W-9s)

• Reconcile customer payments against invoices and post cash receipts accurately and timely

• Escalate chronic collection issues to the COO with clear status summaries and recommended next steps

 

Accounts Payable

• Process vendor and subcontractor invoices, matching against purchase orders and delivery/receiving records

• Maintain accurate vendor files, including W-9s, COIs, and payment terms

• Schedule and process weekly payment runs (checks, ACH) and respond to vendor payment inquiries

• Track lien waiver collection in conjunction with subcontractor and vendor payments

• Reconcile vendor statements and resolve discrepancies promptly

 

General / Reporting

• Maintain organized, audit-ready AP/AR records within QuickBooks

• Support month-end close by reconciling AR/AP subledgers to the general ledger

• Generate AR and AP aging reports and other financial summaries as requested by the COO and ownership

• Identify slow-paying clients, upcoming large payables — proactively

• Maintain strict confidentiality of financial and company information

Qualifications & Requirements

Required

• 2+ years of experience in accounts payable and accounts receivable, ideally in construction or a related project-based industry

• Strong, hands-on proficiency in QuickBooks (Desktop)

• Demonstrated diligence with invoicing cycles, collections follow-up, and payment processing deadlines

• Solid understanding of AR aging, lien waivers, retainage, and pay application processes

• Proficiency in Microsoft Excel

• Excellent written and verbal communication skills for vendor- and client-facing correspondence

• High attention to detail and strong organizational skills; comfortable managing multiple open items across concurrent projects

• Ability to work independently, meet deadlines, and escalate issues appropriately

• Basic Spanish proficiency a must