Accounts Receivable Specialist

Overview

We are seeking an energetic and detail-oriented Accounts Receivable Specialist to join our finance team. This role is vital in managing the company’s incoming payments, ensuring accurate record-keeping, and maintaining excellent client communication. The ideal candidate will be proactive, organized, and possess a strong understanding of accounting principles and financial software systems to support our ongoing growth and operational efficiency.

Core Responsibilities:

Accounts Receivable & Billing Support

· Assist with preparation and distribution of progress billings and invoices

· Support collection efforts by providing documentation and responding to client inquiries

· Maintain organized AR files and documentation

· Assist with lien waivers and related documentation when required

· Coordinate with project managers regarding billing status and receivable balances

Client Onboarding & Compliance

· Onboard new clients, including collecting required documentation and system setup

· Complete client vendor forms and prequalification packets

· Submit Certificates of Insurance (COI) requests and coordinate with insurance brokers

· Prepare and submit bond requests, including performance and payment bonds

Job Setup & Project Administration

· Set up new jobs in the accounting system, ensuring accurate entry of contract values, cost codes, billing terms, and project details

· Verify contract documentation prior to job activation

· Maintain job files including contracts, change orders, and compliance documents

· Update job information as change orders are approved

· Coordinate with project managers to ensure accurate project financial setup

· Maintain compliance documentation required by general contractors and customers

· Track and monitor expiration dates for insurance and bond documentation

Project Accounting Team Support

· Assist project accountants with assigned financial and administrative tasks

· Support change order tracking and documentation management

· Help reconcile job-related billing discrepancies

· Maintain communication between accounting and operations teams

· Provide documentation for audits or internal reporting needs

Experience:

• Proven experience in accounts receivable management within a corporate or public accounting environment.
• Strong knowledge of accounting systems such as QuickBooks or similar financial software platforms.
• Familiarity with billing software, spreadsheets, Excel data analysis, and technical accounting concepts including journal entries and account reconciliation.
• Experience handling collections accounts and credit analysis to optimize cash flow.
• Ability to perform detailed account analysis using Excel formulas and double entry bookkeeping principles.
• Excellent communication skills with a focus on client relationship management and negotiation.