Accounts Receivable Clerk--6 months to 2 years' Experience

Job Description

Job Description

Role Overview

We are seeking an Accounts Receivable & Service Coordinator to support a unique combination of accounts receivable, collections, and service coordination responsibilities within a fast-paced HVAC service management environment.

The primary focus of this role is Accounts Receivable, including invoice queue processing, payment application, and collections support.

The position also serves as a backup resource for Customer Service during periods of high volume and participates in a rotating evening/weekend coverage schedule, when Customer Service responsibilities become the primary focus.

Key Responsibilities

Accounts Receivable & Payment Processing

• Manage the invoicing queue, transferring invoice-ready service data from our service management system into Sage 300.
• Review and process service information including:

• • Service call numbers
  • Client and site information
  • Charge details
  • Other invoice-related data

• Apply customer payments and complete related cash application tasks.
• Identify missing information or discrepancies and coordinate with internal teams to resolve them.
• Maintain accuracy while processing a steady volume of transactions.

Collections & Client Account Support

• Perform collections activities for both our national service management company and an affiliated local HVAC service company.
• Contact customers by phone and email regarding outstanding balances and payment status.
• Provide requested supporting documentation, including invoice copies and related service information.
• Maintain consistent and professional follow-up on open items.
• Build productive working relationships with customers' Accounts Payable teams.
• Assist with resolving routine invoice and payment questions.

Customer Service & Service Coordination

Provide backup support to our Customer Service team as needed, including:

• Receiving and triaging incoming HVAC service requests.
• Entering and updating service information in our service management system.
• Dispatching service calls to assigned HVAC contractors.
• Confirming contractor acceptance of assigned calls.
• Assisting technicians who call to check out from completed service visits.
• Escalating service issues or exceptions when appropriate.

Schedule & Rotation

Regular Schedule

• Full-time, on-site, 40 hours per week
• Regular schedule: 8 a.m.–5 p.m. or 9 a.m.–6 p.m.

Evening & Weekend Coverage

Employees participate in a rotating remote coverage schedule approximately three times per month.

Evening Rotation

• Typically 1:00 p.m.–10:00 p.m.
• Customer Service becomes the primary responsibility from approximately 6:00–10:00 p.m.

Weekend Rotation

• One full Saturday or Sunday shift, typically

• • 8 a.m.–5 p.m.
  • 9 a.m.–6 p.m., or
  • 1p.m.–10 p.m.

• Customer Service is the primary responsibility throughout the weekend shift.

Rotating coverage generally replaces a portion of the employee's regular weekly schedule. Overtime may occasionally be available based on workload and employee interest.

What We Need

Required

• Strong professional verbal and written communication
• Excellent organization and follow-through
• High level of attention to detail and accuracy
• Comfortable learning and working across multiple software systems
• Ability to shift effectively between administrative, accounting-related, and customer-facing responsibilities

Preferred, but Not Required

• Experience in a fast-paced administrative, operations, billing, customer service, or similar environment
• Exposure to:

• • Accounts receivable
  • Billing
  • Payment processing (not POS)
  • Collections

• Basic comfort with Microsoft Excel, including routine data entry and basic calculations

Sage 300 experience is not required. We are willing to train the right candidate on the accounting processes and systems used in this position.

Ideal Candidate

This role is best suited for someone who is:

• Organized and able to keep track of multiple open items
• Responsive and consistent about following through
• Professional when communicating with customers and internal teams
• Adaptable when priorities change throughout the day
• Comfortable balancing detailed administrative work with occasional real-time customer service needs
• Able to work independently while knowing when to escalate an issue

The right person does not need to come from a traditional accounting background. A candidate with strong communication, organization, customer service, and follow-up skills can be successful in this role with training.

We are a service company in business for over approximately 60 years.

Company Description

We are a service company in business for over approximately 60 years.