Accounts Receivable Administrator

Accounts Receivable Administrator

The Accounts Receivable Administrator provides support to the Controller and CFO. This is a critical position to the company as this person is responsible for the day-to-day project billings and payment collections for the Controller. This position reports directly to the Controller and located in El Cajon, California.

Essential Duties & Responsibilities

• AIA billing.
• Full Cycle project billing and invoicing.
• Verifying contractual compliance- reviewing plans to assure setup is accurate.
• Account Reconciliation and analysis.
• Establishing relationships with internal departments, client/contractors and maintain communications.
• Ad-hoc Excel based projects for Controller.
• Locate and notify customers of delinquent accounts by mail, telephone, or personal visits to solicit payment.
• Locate and monitor overdue accounts, using a variety of automated systems.
• Work closely with the Accounting team to implement processes and policies that contribute to accurate invoicing.
• Relay to Controller any accounts that need to be written off to bad debt.
• Prepare documentation necessary to create the Credit or Debit Memo necessary to reconcile a customer account.
• Oversee and assist with the cleanup of unapplied receipts, short paid invoices and chargebacks.
• Assist with monthly and quarterly accounting close.
• Review and generate all required lien waivers.
• Generate specific reports as are requested by customers and by executives.
• Support CFO and Controller in the finance and accounting activities of the Company.
• Escalate critical and/or sensitive issues to CFO and Controller with recommendation for resolution.
• Able to work 40 hours per week in the El Cajon office and more as required.

Qualifications

PREFERRED EDUCATION and/or EXPERIENCE

• Associate degree in Finance/Accounting/Business Management with 0-2 years of related experience.
• Prior background in the construction or relatable industry.
• Demonstrated experience in maintaining confidentiality in all sensitive matters (i.e., contracts, audits, etc.)
• Familiarity with different invoicing systems such as Oracle Textura and GCPay.
• Knowledge of federal, state, and city regulations and guidelines as related to construction billing and collections.
• Experience using construction billing software and editing documents using Bluebeam Revu.

REQUIRED SKILLS

• Experienced with Construction Accounting and Project Billing/Invoice Cycle.
• Proficient in Microsoft Office applications, including Outlook, Word (i.e., creating and updating business documents) and Excel (i.e., creating templates, creating formulas, filtering, etc.). This includes accuracy while maintaining quick keying speeds.
• Strong written communication skills in drafting letters, emails, documentation, etc.
• Strong verbal skills when interacting in person and by phone.
• Outstanding organizational skills, excellent time management, and high level of accuracy/attention to detail.
• Effective listener who takes accurate notes during meetings or interviews that can be used for documentation.
• Demonstrates ability and desire to learn and perform higher level AR responsibilities.

REQUIRED ATTRIBUTES

• Great people and "soft" skills; a self-starter with a positive, service-oriented attitude.
• Adaptable and exhibit a flexible attitude and approach towards all assignments, some of which could be repetitive yet require accuracy.
• Possess a proven track record of working well and building positive working relationships with a wide variety of individuals and management, taking initiative, establishing priorities, and ownership of work.
• Exercise excellent judgment while being accountable, professionally mature and adept at recognizing and understanding people issues, organizational relationships and sensitivities.
• Demonstrate high integrity and unquestionable ethics and is a respectful team player.
• Hold in confidence all accounting, legal, and contract matters as well as any other sensitive information.
• Open, visible and approachable communication style, both verbally and in writing.
• Well organized, flexible and enjoy performing and learning new AR administration and compliance skills.
• Think strategically, make sound decisions, and produce accurate and timely results.
• Maintain high standards of quality with attention to detail.
• Demonstrate commitment to company values and comply with all operating policies and procedures.
• Be solutions oriented and come prepared. Own mistakes and be prepared with a recovery plan.
• Proactively follow up when additional guidance or support is needed, or if an initiative has gone stale.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands of this position are those associated with working in a typical office environment.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. This role requires communicating verbally and in writing one on one, in small groups, as well as presenting to larger groups of employees. This role requires the ability to work at a computer (reading and keying) for extended periods of time. The employee must move within the office to retrieve files and meet with employees in their offices or conference room. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, or crouch. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee may be occasionally required to travel by car (as a passenger or driver) or by airplane to field locations/jobsites, or to attend events/training, and must have the ability to navigate around job sites.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process it is probably fraudulent.

Geographic Disclosure

Compensation Range: $22.00-$24.00/hour

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.