Billing & Accounts Receivable Administrator

Job Description

Job Description

Bergen Protective Systems, Inc. (BPS Alarms) – Englewood Cliffs, NJ

Full-Time | On-Site | Monday–Friday

Pay: $29.00–$36.00 per hour / $60,000.00–$75,000.00 per year, based on experience

Benefits: 401(k) with company contribution, paid time off, paid holidays, health insurance

About Us

Bergen Protective Systems, Inc. is a family-owned life safety and electronic security systems company based in Englewood Cliffs, NJ, with over 60 years of experience serving commercial, industrial, and institutional clients throughout New Jersey and New York. We specialize in fire alarm systems, intrusion detection (burglar alarm) systems, access control, CCTV surveillance systems, and central station monitoring. Our team takes pride in delivering quality workmanship and attentive service on every project.

The Role

The Billing & Accounts Receivable Administrator is responsible for the full invoicing and receivables cycle, from preparing monthly AIA progress billing on large construction projects, to managing recurring billing for monitoring, inspection, and service agreements, and following through on collections until invoices are paid. This role also tracks sales commission compensation and supports day-to-day general office operations, including answering phones and assisting with back-office tasks. The ideal candidate has hands-on construction-industry billing experience, is comfortable working directly with general contractors and property managers, and takes ownership of getting the company paid accurately and timely.

Key Responsibilities

Progress Billing (Construction Projects)

• Prepare and submit monthly AIA G702/G703 applications for payment, including schedules of values, percent-complete, stored materials, and change orders
• Track retainage by project and invoice, and pursue retainage release at project closeout
• Coordinate with project managers each billing cycle to confirm progress and approved change orders
• Prepare and track conditional and unconditional lien waivers, certificates of insurance, and other billing backup required by GCs
• Submit pay applications through GC portals (e.g., Textura, GCPay, Procore) and meet each GC's billing deadlines and requirements

Recurring & Service Billing

• Manage recurring billing for central station monitoring, annual/semi-annual inspection agreements, and service contracts
• Invoice completed service calls and work orders promptly and accurately
• Maintain contract records, renewal dates, and billing schedules; flag upcoming renewals and price adjustments
• Apply correct NJ sales tax treatment, including capital improvement vs. repair/service, and collect and file exemption certificates (e.g., ST-8, ST-5)

Accounts Receivable & Collections

• Monitor AR aging and proactively follow up on past-due accounts by phone and email
• Resolve billing disputes and short-pays by working with clients and internal staff
• Post payments, reconcile accounts, and keep customer account records current
• Escalate seriously delinquent accounts and assist with lien filings or other collection actions as needed
• Prepare regular AR and collections status reports for management

Sales Commission Tracking

• Track and calculate sales commissions according to the company's commission plan, based on invoiced and collected revenue
• Reconcile commissionable sales against client payments, credits, and adjustments before commissions are paid
• Prepare commission statements and summary reports for management review and approval
• Submit approved commission amounts for payroll processing and keep accurate historical records

Office & Operations Support

• Answer and route incoming phone calls in a professional, client-focused manner
• Assist with scheduling, client inquiries, and general administrative tasks
• Support other back-office functions such as document management, vendor paperwork, and data entry as needed

Required Qualifications

• 3+ years of billing experience in the construction industry, with direct hands-on AIA G702/G703 progress billing experience (required)
• Experience with recurring or subscription-based billing (service contracts, monitoring, maintenance agreements, etc.)
• Proven collections experience, including comfort making follow-up calls and holding clients accountable while preserving the relationship
• Working knowledge of retainage, lien waivers, change orders, and schedules of values
• Strong Microsoft Excel skills and proficiency with Outlook and Microsoft 365
• Experience calculating or tracking commissions, or similar compensation reconciliation work, is a plus
• Excellent attention to detail, organization, and follow-through, with the ability to manage many open items and deadlines at once
• Professional phone manner and clear written communication

Preferred Qualifications

• Experience in a specialty trade contractor environment (fire alarm, electrical, security, sprinkler, HVAC, or similar)
• Familiarity with GC billing portals such as Textura, GCPay, or Procore
• Experience with field service management software (FieldHub or similar) and QuickBooks
• Knowledge of NJ sales tax rules for construction and service work
• Familiarity with the New Jersey Construction Lien Law
• Familiarity with NJ State Prevailing Wage Requirements and Certified Payroll a Huge Plus
• Associate's or bachelor's degree in accounting, business, or a related field

Why Join BPS

• Stable, family-owned company with 60+ years in business
• A role with direct impact on the company's success
• Supportive, small-team environment where your work is seen and valued
• Competitive pay and benefits

How to Apply

Submit your resume through ZipRecruiter. In your application, please briefly describe your experience with AIA progress billing and collections.

Bergen Protective Systems, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Bergen Protective Systems, Inc. is a family-owned life safety and electronic security systems company based in Englewood Cliffs, NJ, with over 60 years of experience serving commercial, industrial, and institutional clients throughout New Jersey and New York. We specialize in fire alarm systems, intrusion detection (burglar alarm) systems, access control, CCTV surveillance systems, and central station monitoring. Our team takes pride in delivering quality workmanship and attentive service on every project.

Company Description

Bergen Protective Systems, Inc. is a family-owned life safety and electronic security systems company based in Englewood Cliffs, NJ, with over 60 years of experience serving commercial, industrial, and institutional clients throughout New Jersey and New York. We specialize in fire alarm systems, intrusion detection (burglar alarm) systems, access control, CCTV surveillance systems, and central station monitoring. Our team takes pride in delivering quality workmanship and attentive service on every project.