Accounts Receivable Coordinator - Phoenix, AZ

Accounts Receivable Coordinator - Phoenix, AZ

Keep Our Billing Accurate. Keep Our Operations Moving.

Pavement Marking LLC (PMI) is looking for a detail-oriented Accounts Receivable (A/R) Coordinator to join our team in Phoenix, Arizona. In this role, you'll manage all aspects of the company's billing and collections process to ensure accurate and timely receipt of payments.

This includes generating invoices, preparing payment applications, processing lien waivers, tracking collections, and maintaining detailed financial records. The role requires strong attention to detail, a working knowledge of construction billing practices, and the ability to coordinate effectively with operations, project management, and customers across multiple branches and states.

What You'll Do

Billing and Invoicing

• Prepare and process progress billings, time and material billings, and final invoices in accordance with contract terms and company policies.
• Collaborate with Project Managers and Operations staff to ensure quantities, rates, and change orders are accurate before invoicing.
• Process and submit invoices through customer portals (e.g., Textura, Ariba, or other online systems) as required.
• Prepare supporting documentation, including lien waivers, certified payrolls, and backup documentation for each invoice.
• Verify job cost reports, billing schedules, and retention tracking for accuracy.
• Serve as backup for ADOT (Department of Transportation) billing as needed
• Customer account reconciliation.
• Job progress coordination with Operations Team

Collections and Cash Applications

• Monitor and manage aging accounts to ensure timely collection of outstanding balances.
• Make collection calls and send follow-up correspondence for past-due accounts in a professional and customer-focused manner.
• Process and apply cash receipts, joint checks, and ACH deposits accurately to the correct jobs and customers.
• Investigate and resolve discrepancies, payment shortfalls, or unapplied credits promptly.
• Communicate with customers and internal teams to resolve billing or payment disputes.

Lien, Compliance, and Documentation

• Prepare and process 20-day preliminary notices, lien waivers, and releases as required by law.
• Maintain accurate job files with signed contracts, change orders, billing documentation, and correspondence.
• Track payment applications and change orders to ensure completeness and proper documentation.
• Maintain compliance with state regulations and company policies for lien and payment documentation.

Reporting and Coordination

• Reconcile A/R subledger to the general ledger monthly and assist in month-end close procedures.
• Generate A/R reports, aging summaries, and collection status updates for management review.
• Support the Accounting Manager and Controller with audit requests and financial reporting.
• Work collaboratively with the A/P team, Project Managers, and Estimating to ensure seamless financial operations.
• Assist with continuous improvement efforts in billing, documentation, and reporting processes.

What We're Looking For

• Education: High School Diploma or GED required; Associate's or Bachelor's Degree in Accounting, Business Administration, or related field preferred.
• Experience: Minimum 23 years of experience in Accounts Receivable in construction, pavement marking, or highway maintenance industries.
• Technical Skills:
  • Strong proficiency in Microsoft Excel, Word, and Outlook.
  • Experience with COINS, Viewpoint, or similar construction accounting software preferred.
  • Experience with progress and retention billings.
  • Familiarity with Textura and other construction industry billing and compliance portals.
• Knowledge and Skills:
  • Strong understanding of construction billing processes, AIA forms, progress billings, and retainage.
  • Working knowledge of lien laws, waivers, and preliminary notices.
  • Exceptional attention to detail and organizational skills.
  • Excellent communication and interpersonal skills for working with clients and internal staff.
  • Ability to manage multiple priorities and meet strict deadlines.
  • Strong problem-solving and analytical skills.
  • Ability to maintain confidentiality and handle sensitive financial data appropriately.

Position Details

Direct Reports Accounting Manager

Position Type/Expected Hours of Work: This is a full-time in office position. Occasional evening and weekend work may be required as job duties demand.

Travel In state and out of state business travel based on business need

Why Join Pavement Marking LLC?

• Opportunity to grow with an expanding pavement marking and roadway safety company
• Work with teams supporting operations across Arizona and Texas
• Be part of a company investing in its people, equipment, and technology
• Support essential roadway and infrastructure projects
• Opportunity to grow with an industry leader backed by Road Safety Services

If you're ready to build your career with a company committed to quality, safety, and operational excellence, apply today!

Pavement Marking LLC is an Equal Opportunity/Affirmative Action Employer.

Full Job Description