Accounts Receivable Specialist

Job Description

Job Description

Position Overview

Eastern Industrial Services of NY Inc. is seeking a detail-oriented and persistent Accounts Receivable Specialist to take ownership of our invoicing, accounts receivable, collections and related project documentation.

This is a deadline-driven position that requires more than processing paperwork. The right person will proactively identify billing opportunities, keep project managers and subcontractors on schedule, resolve account discrepancies and help ensure that completed work turns into collected revenue.

The ideal candidate is organized, confident and comfortable following up repeatedly when information or documentation is overdue. Experience with construction billing, AIA pay applications, lien waivers and certified payroll is highly valued.

Key Responsibilities:

• Accounts Receivable and Collections
• Apply customer payments accurately in BuildOps and QuickBooks Online.
• Maintain and reconcile customer accounts and accounts-receivable aging.
• Actively manage collections and follow up on past-due balances.
• Investigate payment discrepancies, short payments and outstanding retainage.
• Prepare and distribute customer invoices and monthly statements.
• Maintain accurate collection notes and follow-up dates.
• Escalate aging or disputed receivables when appropriate.
• Build professional relationships with customers while remaining persistent about payment.

Invoicing and Sales Reconciliation:

• Reconcile monthly sales among BuildOps, QuickBooks Online and internal invoicing records.
• Review open jobs regularly to identify completed or billable work that has not yet been invoiced.
• Maintain invoicing trackers and supporting reconciliation schedules.
• Coordinate with project managers to obtain the information needed for timely billing.
• Hold project managers accountable to the company’s invoicing calendar.
• Identify invoicing discrepancies and work with the appropriate team members to resolve them.
• Assist with progress invoicing, retainage invoicing and final invoicing.

AIA Billing and Pay Applications:

• Prepare and submit AIA pay applications, including G702 and G703 forms.
• Assemble complete invoice packages for commercial, public works and prevailing-wage projects.
• Track invoicing deadlines, approval status, retainage and payment status.
• Confirm that all required supporting documentation is included before submission.
• Maintain organized records of submitted, approved, rejected and revised pay applications.

Subcontractor Compliance and Documentation:

• Coordinate with subcontractors to obtain lien waivers, certified payroll reports and other required billing documentation.
• Follow up persistently with subcontractors when documentation is missing or overdue.
• Review submitted documentation for completeness and accuracy.
• Prepare, track and submit Eastern Industrial Services’ lien waivers.
• Coordinate with administrative team members when additional support is needed to obtain outstanding documents.

Project Setup and Contract Administration:

• Create new projects in BuildOps and add them to the company’s invoicing tracker.
• Verify that project invoicing information, contract values and customer details are entered accurately.
• Route contracts to the Director of Finance and Administration for review before execution.
• Track contracts to ensure they are signed and returned.
• Maintain organized records of contracts, change orders, billing schedules and related documentation.
• Confirm that approved change orders are properly reflected in project billing records.

Filing, Records and Process Improvement:

• Maintain accurate and organized digital and physical records for contracts, invoices, pay applications and supporting documentation.
• Document invoicing, accounts-receivable and reconciliation procedures as clear, repeatable standard operating procedures.
• Identify process gaps and recommend improvements.
• Keep procedures and internal documentation current as systems and responsibilities evolve.
• Use available technology and AI tools to improve efficiency, accuracy and documentation.

Qualifications:

• Previous experience in accounts receivable, construction billing, project accounting or a related role.
• Experience with AIA G702/G703 billing is strongly preferred.
• Experience with public works, prevailing-wage projects, lien waivers and certified payroll is a strong plus.
• Proficiency with QuickBooks Online.
• Experience with BuildOps or similar construction, service or job-costing software is preferred.
• Strong Excel skills, including formulas, pivot tables and reconciliations.
• Associate degree in accounting, business or a related field is preferred.
• Relevant hands-on experience may be considered in place of a degree.
• Strong written and verbal communication skills.
• Comfortable communicating with customers, project managers, subcontractors and company leadership.
• Experience using AI tools such as Microsoft Copilot or ChatGPT is a plus but not required.

Desired Attributes:

• Deadline-driven and highly organized.
• Persistent, professional and comfortable holding others accountable.
• Strong persuasion, follow-up and negotiation skills.
• High attention to detail and accuracy.
• Able to manage multiple priorities and deadlines simultaneously.
• Capable of working independently without close oversight.
• Collaborative team player who communicates problems early.
• Proactive about identifying unbilled work, missing documentation and potential collection issues.
• Comfortable building new processes and improving existing ones.

About Eastern Industrial Services

Eastern Industrial Services of NY Inc. is a family-owned commercial and industrial HVAC and mechanical contractor serving Long Island and New York City. Since 1982, we have built our reputation on quality workmanship, dependable service and long-term customer relationships.

Our team lives by our core values: Stay SHARP — Safety, Honor, Accountability, Responsiveness and Precision.

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Referral program

Established in 1982 and headquartered in Bohemia, New York we are a family owned & operated mechanical contractor specializing in HVAC installations.

Company Description

Established in 1982 and headquartered in Bohemia, New York we are a family owned & operated mechanical contractor specializing in HVAC installations.