Billing and Collections Specialist

Job Overview Summary

The Billing and Collections Specialist owns the full receivables cycle - from invoicing through to cash collected - with a primary focus on driving down DSO and resolving aged receivables across the organization's project and service portfolio. This role is the organization's front line for collections: proactively working aging reports, resolving disputes, and pursuing payment with persistence until accounts are current. Billing accuracy is a means to that end - clean, well-documented invoices are what make collections efforts successful. The ideal candidate is a tenacious, deadline-driven follow-up specialist who is comfortable holding customers accountable for payment while maintaining strong working relationships.
What you'll be doing (and doing well!):

Collections and Accounts Receivable

• Own the aging report for an assigned portfolio of accounts, working every past-due invoice via phone and email on a structured, recurring cadence following the Minuteman Collections Playbook while utilizing creativity and discretion to clear blockers and collect cash.

• Proactively contact customers before invoices become past due on large or historically slow-paying accounts.

• Investigate and resolve billing disputes, short payments, and deductions, coordinating with project managers and operations to get to root cause quickly.

• Negotiate payment plans and commitments with customers, documenting agreements and following through until payment is received.

• Identify and escalate at-risk or aged receivables to the Accounts Receivable Manager with a clear summary of collection efforts to date and recommended next steps.

• Submit and track invoices through customer billing portals (Textura, GCPay, Ariba, Coupa, etc.), monitoring for rejections or compliance holdbacks that delay payment.

• Maintain and renew required compliance documentation (lien waivers, COIs, W-9s, tax exemption certificates) that customers require before releasing payment.

• Recommend accounts for credit hold or collections agency/legal referral when internal efforts are exhausted.

Project Billing

• Generate progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects, ensuring they're accurate and fully supported so they don't stall in the collections pipeline.

• Coordinate with project managers to confirm percentage of completion, change orders, and compliance documents prior to invoicing.

• Maintain billing schedules and meet monthly cutoff dates.

Service Invoicing

• Convert completed service tickets and work orders into accurate customer invoices on a daily or weekly cadence.

• Review labor, materials, and subcontractor costs for accuracy, and apply correct pricing, tax treatment, and contract terms.

• Resolve field-to-billing discrepancies with technicians and service managers.

Customer Service and Internal Coordination

• Serve as the primary point of contact for customers on billing and payment status inquiries, balancing firmness on collections with professionalism.

• Work as part of the centralized billing team, sharing knowledge and covering for teammates.

• Build strong relationships with project managers and operations leaders to resolve the root causes of payment delays (missing documentation, disputed scope, etc.).

Reporting and Compliance

• Own Accounts Receivable aging analysis and reporting, including trends in days-to-collect by customer and account manager.

• Assist with month-end close, including unbilled revenue review and Accounts Receivable reconciliations.

• Ensure compliance with sales tax requirements and customer-specific billing protocols.

• Identify process improvements that reduce Days Sales Outstanding (DSO, or days to collect cash) and shorten the collection cycle.

Responsibilities:

• Own It: Focus on excellence in every customer interaction, especially around resolving payment issues

• Learn: Become an expert in customer payment behaviors and portal requirements

• Represent: You are the face of the company when pursuing payment - professional but persistent

• Diversity: Every account and dispute is different; enjoy variety in your workday

• Work as One Team: Partner with sales, management, and operations to remove barriers to payment

• Find a Way: Turn payment obstacles into resolved, collected invoices

• Play To Win

Qualifications:

Required

• Associate's degree in Accounting, Finance, Business, or related field, or equivalent work experience

• 2+ years of collections experience (billing or Accounts Receivable experience a plus), preferably in construction, security integration, MEP/trades, or a project-based services environment

• Demonstrated success collecting on past-due accounts - track record of reducing DSO and aged Accounts Receivable

• Confident, professional phone presence; comfortable making persistent follow-up calls and having direct conversations about payment

• Ability to influence internal and external stakeholders/customers with motivation to work through barriers

• Acts like an "owner" - self-motivated to secure wins and a proactive problem-solver to collect cash; has diligent, extensive follow-up skills - persistence in tracking approvals, documentation, and payment until fully resolved

• Strong proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and aging analysis

• Experience working in customer billing/payment portals (Textura, GCPay, Ariba, Coupa, OpenInvoice, or similar)

• Strong written and verbal communication and negotiation skills

• Ability to manage a portfolio of accounts across multiple customers and project managers simultaneously

Preferred

• AIA billing experience (G702/G703) is a plus

• Experience with ERP systems such as Sage Intacct, Sage 300 CRE, Vista by Viewpoint, Acumatica, NetSuite, or QuickBooks

• Knowledge of multi-state sales tax rules and tax-exempt billing

• Field service management software experience (ServiceTrade, BuildOps, ServiceTitan, etc.)

• Familiarity with credit hold procedures and collections agency/legal escalation processes

Key Competencies

Persistence and follow-through, negotiation and conflict resolution, attention to detail, ownership and accountability, organization and time management, professional communication under pressure, and a continuous-improvement mindset.

Performance Metrics

Success in this role is measured primarily by: days sales outstanding (DSO), aged Accounts Receivable as a percentage of total Accounts Receivable, collection call/contact volume and resolution rate, portal submission acceptance rate, and dispute resolution cycle time - along with supporting metrics of billing timeliness and invoice accuracy/rebill rate.

Pay Transparency Statement

The base pay range for this role is $75,000-$90,000 annually. Note that base pay may vary based on location, skills, and experience and may vary from the amounts listed above. This position may also be eligible for a variable bonus in addition to base salary as well as health coverage, paid holidays, and other benefits.
Equal Employment Opportunity (EEO) Statement

Minuteman Security & Life Safety is an equal opportunity employer that is committed to diversity, equity and inclusion and providing a workplace that is free from discrimination and harassment of any kind based on race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity), national origin, age, disability or genetic information or any other status or characteristic protected by federal, state, or local law. Minuteman Security & Life Safety provides equal employment opportunity to all individuals regardless of these protected characteristics. Further, Minuteman Security & Life Safety takes affirmative action to ensure that applicants and employees are treated without regard to any of these protected characteristics in all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and separation from employment.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Drug-Free Workplace Statement

Minuteman Security Technologies, Inc. is an equal opportunity employer that offers a smoke-free and drug-free workplace.