Accounts Receivable Specialist

Job Description

Job Description

Accounts Receivable Specialist

Location: Farmingdale, NY
Job Type: Full-Time | On-Site | Permanent
Industry: Commercial HVAC / Mechanical Contracting
Salary: $75,000–$90,000

Position Overview

We are seeking a detail-oriented Accounts Receivable Specialist to join our growing HVAC and mechanical contracting team in Farmingdale, NY. This role is responsible for managing the full accounts receivable cycle, including customer invoicing, collections, cash applications, and AIA billing , while supporting project managers, accounting, and operations to ensure timely and accurate billing and payment processing.

The ideal candidate has experience in construction, HVAC, or a project-based environment and thrives in a fast-paced office where organization, accuracy, and customer service are essential.

Responsibilities

• Manage the full accounts receivable cycle from invoicing through payment collection.
• Prepare, process, and submit AIA billing applications , including G702 and G703 forms.
• Generate customer invoices for service, maintenance, and construction projects.
• Ensure billing is accurate and completed in accordance with contract terms and project milestones.
• Apply customer payments, ACH, wire transfers, and checks to customer accounts.
• Monitor accounts receivable aging and proactively follow up on outstanding balances.
• Communicate with customers regarding invoices, payment status, billing questions, and collections.
• Reconcile customer accounts and resolve billing discrepancies in a timely manner.
• Work closely with Project Managers to ensure accurate billing, contract compliance, and change order documentation.
• Track retainage, progress billings, and project receivables.
• Maintain accurate customer files, contracts, lien waivers, and supporting billing documentation.
• Assist with monthly billing reconciliations, month-end closing, and financial reporting.
• Prepare AR aging reports and provide updates on outstanding receivables.
• Maintain organized electronic and physical accounting records.
• Ensure compliance with company policies, customer contract requirements, and accounting procedures.
• Assist with audit requests and additional accounting or administrative duties as assigned.

Qualifications

• 3+ years of Accounts Receivable experience.
• Experience within HVAC, construction, mechanical contracting, or a project-based industry strongly preferred.
• Experience preparing and processing AIA billing applications (G702/G703).
• Knowledge of progress billing, contract billing, retainage, and collections.
• Experience with customer account reconciliation and cash application.
• Strong understanding of general accounting principles.
• Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables are a plus).
• Experience with ERP/accounting software (Sage 100, Sage 300, Vista, Foundation, QuickBooks, COINS, or similar).
• Excellent attention to detail and organizational skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Strong communication, customer service, and problem-solving abilities.

The Bachrach Group (TBG) is a New York-based staffing and recruiting agency founded in 1974 by Richard Bachrach. The agency specializes in facilitating placements for professionals across various industries on a nationwide scale. TBG's overarching mission is to deliver tailored staffing solutions to its client base while simultaneously providing job seekers with career prospects. The company relies on its team of recruiters, who leverage their industry knowledge and networks to connect employers with top talent. TBG provides a comprehensive range of staffing services, including direct hire, temporary staffing, Recruitment Process Outsourcing (RPO), and contract staffing. The agency has consistently achieved notable rankings in Crain's lists, ranking as the largest search firm in NYC since 2020.

Company Description

The Bachrach Group (TBG) is a New York-based staffing and recruiting agency founded in 1974 by Richard Bachrach. The agency specializes in facilitating placements for professionals across various industries on a nationwide scale. TBG's overarching mission is to deliver tailored staffing solutions to its client base while simultaneously providing job seekers with career prospects. The company relies on its team of recruiters, who leverage their industry knowledge and networks to connect employers with top talent. TBG provides a comprehensive range of staffing services, including direct hire, temporary staffing, Recruitment Process Outsourcing (RPO), and contract staffing. The agency has consistently achieved notable rankings in Crain's lists, ranking as the largest search firm in NYC since 2020.