Accounts Receivable Specialist

About Us:

Strategic Connections is an enterprise level technology systems integrator offering FOUR core specialty systems needed in construction of today's modern facilities. These core divisions consist of Structured Cabling, Audio Visual, Fire Alarm, and Fire Protection.

Position Summary

The Accounts Receivable Specialist is responsible for managing the company's accounts receivable process from invoicing through collection and cash application. This position plays a critical role in maintaining strong cash flow, minimizing past-due receivables and bad debt, and ensuring accurate and timely AR reporting.

The ideal candidate is highly organized, detail-oriented, persistent, and comfortable communicating with customers, project managers, operations leaders, and internal accounting personnel. This role requires strong follow-up skills and the ability to independently manage a portfolio of customer accounts while identifying issues that may delay payment.

Experience in construction, subcontracting, project-based accounting, or a similar industry is preferred.

Key Responsibilities

Accounts Receivable & Collections
• Manage assigned customer accounts and proactively monitor outstanding receivables.
• Conduct timely and professional collection efforts through email, phone, and other appropriate communication channels.
• Follow up on outstanding invoices before and after the due date to minimize past-due balances.
• Develop and maintain collection plans for delinquent accounts.
• Identify collection risks and escalate significant issues to the appropriate Project Manager, Operations Leader, or CFO.
• Research and resolve customer account discrepancies, including billing issues, short payments, credits, unapplied cash, and disputed invoices.
• Work closely with Project Managers and Operations to resolve issues preventing customer payment.
• Maintain accurate documentation of collection activity, customer commitments, disputes, and next steps.
• Monitor customer accounts to identify potential bad debt and recommend appropriate action.
• Assist with customer refunds, credit memos, and other AR-related adjustments.

Cash Application & Deposits
• Accurately post and apply customer payments to the appropriate customer accounts and invoices.
• Process cash receipts promptly and ensure payments are accurately reflected in the accounting system.
• Process customer credit card payments and deposits in accordance with company procedures.
• Investigate and resolve unapplied or misapplied cash.
• Maintain accurate supporting documentation for cash receipts and deposits.

AR Reporting & Reconciliation
• Maintain accurate AR aging reports and supporting schedules.
• Monitor DSO, past-due balances, collections activity, and other AR metrics.
• Prepare weekly AR reporting and collection updates for management.
• Prepare AR and cash collection forecasts and communicate changes in expected collections.
• Reconcile the AR subledger to the general ledger and investigate variances.
• Maintain reporting related to bad debt, customer refunds, disputes, and other significant AR issues.
• Provide the CFO and accounting leadership with regular updates regarding AR aging, collection risks, cash forecasts, and significant customer issues.
• Maintain an organized and accurate AR filing and documentation structure.

Month-End & Year-End Close
• Complete all AR-related month-end and year-end close activities accurately and on schedule.
• Ensure cash receipts, credits, adjustments, and other AR activity are properly recorded.
• Prepare supporting schedules and documentation for financial reporting.
• Assist with internal and external audit requests related to accounts receivable and cash receipts.
• Investigate and resolve outstanding reconciliation items in a timely manner.

Project Manager & Operations Support
• Partner closely with Project Managers and Operations Leaders to facilitate timely customer collections.
• Be prepared for recurring PM meetings with current AR balances, aging information, collection status, and identified issues.
• Follow up on outstanding receivables prior to PM meetings and provide clear updates on collection status.
• Help identify operational or billing issues contributing to delayed collections.
• Communicate collection plans and customer issues clearly to internal stakeholders.
• Develop strong working relationships across Finance, Operations, Sales, and Project Management.

Compliance & Administrative Responsibilities
• Maintain organized documentation supporting customer accounts, collections, payments, and AR activity.
• Assist with Certificates of Insurance and other customer documentation when required to facilitate collections.
• Support internal and external audits by providing accurate documentation and timely responses.
• Maintain AR procedures, desk references, and process documentation.
• Provide backup administrative support as needed.
• Participate in company meetings, events, and other activities as requested.

Performance Expectations

Success in this position will be measured by:
• Reduction in past-due accounts and overall AR aging.
• Improvement in DSO and cash collections.
• Timely and accurate cash application.
• Accurate AR reconciliations and reporting.
• Timely completion of month-end close responsibilities.
• Effective follow-up and resolution of customer disputes.
• Strong communication and partnership with Project Managers and Operations.
• Accurate and timely forecasting of expected collections.
• Ability to identify collection risks early and escalate appropriately.
• Consistent ownership, organization, reliability, and follow-through.

Qualifications

Required:
• 2+ years of accounts receivable, collections, accounting, or related experience.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Strong follow-up and problem-solving abilities.
• Ability to manage multiple customer accounts and competing priorities.
• Proficiency with Microsoft Excel and Microsoft Office.
• Ability to work independently while collaborating effectively with cross-functional teams.

Preferred:
• Experience in construction, subcontracting, engineering, or another project-based business.
• Experience with construction/project billing and collections.
• Experience with Sage Intacct or another ERP system.
• Experience with ServiceTrade or similar project/service management software.
• Experience with Power BI or other financial reporting tools.
• Experience reconciling AR subledgers and supporting month-end close.
• Experience working directly with Project Managers and Operations teams.