Accounts Receivable Collections Specialist

Description

Primary Objective

The Accounts Receivable / Collections Specialist performs the daily accounts receivable, collections, and lien work for a company that supplies equipment and materials to contractors and public agencies in California for Traffic Signals, Intelligent Transportation Systems (ITS), and underground utility projects. Following established company policies and procedures, the Specialist collects customer payments, applies cash, prepares and tracks preliminary notices and lien releases, and keeps customer accounts accurate and current. The role works under the direction of the AR / Collections Supervisor and coordinates closely with Project Administrators, Sales, and Accounting. The position has three levels; responsibilities, independence, and qualifications for each level are described in Position Levels and Requirements.

Duties and Responsibilities

Cash Collections

• Makes collection calls, sends emails and statements, and follows up on past-due invoices according to the established collection schedule for assigned accounts.
• Documents all customer contacts, payment commitments, and disputes in the ERP system.
• Researches short payments, missing documentation, retention balances, and billing disputes, and works with Project Administration and Sales to resolve them.
• Prepares requests for credits, adjustments, payment plans, and joint check agreements for review and approval by the AR / Collections Supervisor.
• Escalates accounts to the AR / Collections Supervisor when payment commitments are missed, in accordance with established escalation guidelines.

Lien Process and Payment Protection

• Gathers the project information needed for lien rights, including owner, general contractor, surety, bond, and job site details, at the time each order is set up.
• Prepares and serves California preliminary notices on time for every qualifying project, on both private and public works.
• Maintains the project and lien deadline log, tracking notice of completion and cessation dates and the statutory deadlines that follow.
• Prepares conditional and unconditional lien releases on statutory forms, and verifies that unconditional releases are issued only after payment has cleared.
• Assists in preparing mechanics liens, stop payment notices, and payment bond claims once authorized, and tracks them through recording, service, and release.

Credit Support

• Processes new customer credit applications, gathers credit references and supporting information, and submits completed files to the AR / Collections Supervisor for approval.
• Places and releases credit holds in accordance with company credit policy and direction from the AR / Collections Supervisor.
• Verifies that credit, lien, and project documentation is complete before orders are released on credit, and flags missing items.

Cash Application and Reporting

• Posts customer payments accurately and on time, and researches and resolves unapplied cash and credits in accordance with established procedures.
• Prepares AR aging, collection activity, and lien status reports as assigned.
• Supports month-end close, AR reconciliation, and year-end audit requests as assigned.

Process and Team Support

• Follows documented procedures for collections, credit, and the lien process, and suggests improvements to the AR / Collections Supervisor.
• Provides coverage for other team members during absences so collection activity and lien deadlines are not missed.
• Performs other related duties as assigned.

Equal Employment Opportunity

We are an equal opportunity employer committed to creating an inclusive workplace where all employees are valued and respected

Requirements

Required Skills and Abilities (All Levels)

• Strong attention to detail and the ability to read and compare purchase orders, quotations, invoices, packing slips, and bills of lading.
• Clear verbal and written communication skills; able to be firm and professional with customers while protecting the relationship.
• Working knowledge of California construction lien law, at the depth described for each level.
• Strong organizational skills; able to manage many accounts and deadlines at the same time.
• Experience working in an ERP system; familiarity with NetSuite highly desirable.
• Working knowledge of QuickBooks, including customer records, receiving and applying payments, credit memos, and A/R aging reports.
• Proficiency with Microsoft Office, especially Excel (Word, Excel, Outlook, Teams).
• Ability to follow documented procedures and know when to escalate.

Physical Requirements

• Ability to sit or stand for extended periods while working at a computer.
• Frequent use of hands and fingers for computer, phone, and administrative tasks.
• Ability to move about the office as needed.

Work Environment

• Full-time position based in Livermore, CA.
• This is a non-exempt position. All hours worked must be accurately recorded in the company timekeeping system.
• Overtime may be needed during month-end close or deadline periods, must be approved in advance by the AR / Collections Supervisor, and is paid in accordance with applicable law.
• Meal and rest periods are provided in accordance with California law and company policy.
• Primarily office-based, with regular phone, email, and computer work for communication with customers and internal teams.
• Deadline-driven environment with daily responsibilities tied to collection targets, statutory lien deadlines, and month-end close.