What are the responsibilities and job description for the Accounts Receivable (AR) Specialist - Billing & Documentation position at Airco, Inc.?
Job Summary
The Accounts Receivable (AR) Specialist is responsible for project billing, collections,
and documentation management using FOUNDATION® Construction Accounting
Software. This role supports industrial and commercial painting projects by ensuring
accurate job-based billing, compliance with contract requirements, and timely cash
collections. The ideal candidate has hands-on experience with FOUNDATION,
understands construction-style billing, and is highly organized with strong attention to
detail.
Company
Airco Inc is a family owned business started in 2005. As an industrial steel coating
provider, we prepare the steel surface and coat with various coatings as requested by
the project owner. We apply coatings like fire proofing, powder, metalizing and e-
coating. We work on large projects such as stadiums, rocket launch pads, warehouses,
and plants.
Key Responsibilities
Accounts Receivable & Billing (FOUNDATION Software)
- Prepare and process customer invoices using FOUNDATION AR and Job Cost
modules
- Perform progress billing, percentage-of-completion billing, milestone billing, and
final billings
- Set up and maintain customer accounts and job billing profiles in FOUNDATION
- Verify billing amounts against contract terms, change orders, and approved job
costs
- Manage retainage billing and tracking within FOUNDATION
- Process and post cash receipts; research and resolve unapplied cash
- Reconcile AR subledger to General Ledger in FOUNDATION
Collections & Customer Account Management
- Monitor AR aging reports in FOUNDATION and follow up on past-due accounts
- Communicate with customers regarding billing inquiries, discrepancies, and
payment status
- Maintain detailed documentation of collection efforts and customer
communications
- Coordinate with management on delinquent accounts and dispute resolution
Contract, Lien & Documentation Management
Maintain complete electronic and physical job files, including:
- Customer contracts and amendments
- Approved change orders
- Purchase orders
- Certificates of insurance
- W-9s
- Conditional and unconditional lien waivers
- Prepare, track, and submit lien waivers in compliance with contract terms and
various state requirements
- Ensure all required documentation is received and approved prior to invoicing
Coordination & Reporting
- Work closely with Project Managers and Estimators to align billing with job
progress
- Review job cost reports in FOUNDATION to support accurate billing
- Assist with month-end close activities related to AR and job cost reconciliation
- Generate and review AR aging, billing status, and collection reports for
management
- Support internal and external audits by providing accurate billing and
documentation records
Qualifications & Skills
Required Qualifications
- 3 years of Accounts Receivable and billing experience in a construction or
industrial services environment
- Hands-on experience with FOUNDATION Construction Accounting Software
- Strong understanding of job-cost accounting and project-based billing
- Experience with retainage, progress billing, and change orders
- High level of accuracy and attention to detail
- Strong organizational and time-management skills
- Professional written and verbal communication skills
- Proficiency with Microsoft Excel, Teams
Preferred Qualifications
- Experience in industrial painting, coatings, or related construction trades
- Knowledge of lien laws and construction documentation in Georgia
- Experience supporting multiple active jobs simultaneously
- Familiarity with month-end and year-end accounting processes
Work Environment & Physical Requirements
- Office-based position at company headquarters in Newnan, GA
- Regular interaction with accounting staff, project managers, and customers
- Minimal physical demands consistent with a professional office environment
Compensation & Benefits (customizable)
- Competitive salary based on experience, range 50k – 55k
- Health insurance paid at 60% of premiums
- 1 week Paid time off and 6 paid holidays
- 401k plan, 4% matching