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 companys 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.