Accounts Receivable Coordinator

Job Description

Job Description

Position Summary

The AR Coordinator (Lien and COllections Specialist) is responsible for managing accounts receivable, collections, lien rights, preliminary notices, bond claims, and payment recovery efforts. This role requires extensive knowledge of construction lien laws, contract compliance, and risk mitigation to ensure timely payment and protection of company receivables.

Key Responsibilities

Accounts Receivable & Collections

• Monitor and manage aging accounts receivable to ensure timely collection of outstanding invoices.
• Conduct proactive collection efforts through phone calls, emails, and written correspondence.
• Research and resolve payment disputes, short pays, and billing discrepancies.
• Review customer payment histories and identify high-risk accounts.
• Maintain detailed collection notes and account status updates within company systems.
• Partner with project managers and operations teams to resolve customer payment issues.
• Prepare weekly and monthly AR aging and collection reports for management.

Lien Rights Management

• Track and preserve lien rights on all applicable projects.
• Review project contracts to determine notice and lien requirements.
• Prepare, file, and serve preliminary notices in accordance with state-specific lien laws.
• Monitor lien deadlines and statutory requirements to ensure compliance.
• Prepare mechanics' liens, bond claims, notices of intent, and related documentation.
• Coordinate lien releases and lien waivers upon receipt of payment.
• Maintain accurate lien records and documentation for all active projects.
• Manage lien filing calendars and critical statutory deadlines.

Construction Compliance & Legal Coordination

• Stay current on state-specific lien laws, bond claim requirements, and construction payment regulations.
• Coordinate with attorneys, title companies, owners, general contractors, and subcontractors regarding lien matters.
• Assist with legal collection actions and documentation preparation when necessary.
• Review contracts for payment terms, retention provisions, and lien waiver requirements.
• Support audits and legal requests related to receivables and lien activity.

Risk Management

• Identify projects with elevated payment risk and recommend protective actions.
• Monitor conditional and unconditional lien waiver exchanges.
• Evaluate project documentation to ensure payment protection rights are maintained.
• Recommend escalation strategies for delinquent accounts, including lien filings and legal action.
• Assist in reducing bad debt exposure through proactive collection and lien preservation efforts.

Qualifications

• 3+ years of experience in construction accounts receivable, collections, credit, or lien administration.
• Strong knowledge of mechanics' lien laws, preliminary notices, bond claims, and construction payment processes.
• Experience managing multi-state lien compliance preferred.
• Proficiency with ERP/accounting systems and Microsoft Excel.
• Strong organizational skills with the ability to manage multiple deadlines simultaneously.
• Excellent written and verbal communication skills.
• Ability to interpret contracts, payment provisions, and legal documents.

Preferred Skills

• Extensive understanding of state lien statutes and filing requirements.
• Experience working with subcontractors, general contractors, suppliers, and project owners.
• Familiarity with construction accounting software such as Viewpoint, Spectrum, Foundation, COINS, or similar systems.
• Strong negotiation and dispute-resolution abilities.
• Detail-oriented with exceptional follow-through and deadline management.