Accounts Receivable Specialist

Accounts Receivable Specialist

Location: San Jose, CA

About the Company

Our client is an established mechanical services and construction firm supporting commercial and industrial facilities across a major U.S. metro region. The company specializes in maintenance, service, retrofit, repair, and new construction for building systems, and is known for delivering reliable, high-quality support across a diverse portfolio of properties including office, retail, industrial, healthcare, and mission-critical environments.

Job Summary

We are seeking an Accounts Receivable Specialist to manage the full billing and collections lifecycle across both service and project-based operations. This role is responsible for ensuring accurate invoicing, timely cash application, and proactive collections.

The ideal candidate brings experience in construction or specialty trade accounting, understands progress billing, lien waivers, and retention, and takes pride in maintaining clean financial records and strong customer relationships. You will partner closely with operations and accounting teams to ensure billing cycles run smoothly and cash flow remains consistent.

Key Responsibilities

• Set up new customer accounts, including billing requirements and contact records within the company’s ERP system
• Generate high-volume service invoicing for direct clients, ensuring accuracy across labor, materials, and equipment
• Prepare monthly project billings, including progress billing documentation, schedule of values updates, and retention tracking
• Manage compliance documentation such as lien waivers, preliminary notices, and joint check agreements
• Process incoming payments (ACH, wire, lockbox, check, credit card) and apply cash accurately and timely
• Reconcile accounts, investigate discrepancies, and resolve short payments or unapplied cash
• Lead collections efforts including aging reviews, customer outreach, and escalation of past-due accounts
• Collaborate with project managers and service teams to resolve billing issues and support contract execution
• Assist with month-end close activities, including AR reconciliation, unbilled revenue, and retention tracking
• Identify opportunities to improve billing workflows, documentation, and collection processes
• Support audit requests with organized and accurate documentation
• Partner with accounting leadership on reporting, system improvements, and process enhancements

Qualifications

• Associate degree in accounting, business, or related field (or equivalent experience)
• 3 years of accounts receivable experience, ideally within construction, mechanical services, or specialty trades
• Working knowledge of progress billing, lien waivers, and retention
• Strong proficiency in Microsoft Excel (sorting, filtering, pivot tables, formulas)
• Excellent communication skills with the ability to interact with clients, contractors, and internal teams
• High attention to detail with the ability to manage multiple deadlines and billing cycles simultaneously
• Comfortable working in a high-volume, fast-paced environment

Preferred Qualifications

• Experience with a construction ERP system (or similar accounting platforms)
• Familiarity with electronic billing portals used by general contractors and owners
• Bachelor’s degree in accounting, finance, or related field

Work Environment

• Collaborative office environment working closely with operations, service teams, and accounting leadership
• Acts as a key point of contact for customers and project stakeholders regarding billing and payments
• Structured billing cycles with deadline-driven workflows and reporting requirements
• Opportunity to contribute to process improvements within a growing, systems-driven accounting team

Compensation & Benefits

• Competitive base salary
• Comprehensive medical, dental, and vision coverage (employee premiums fully covered)
• Company-sponsored benefits including life insurance, disability coverage, and employee assistance programs
• Optional supplemental benefits for additional coverage
• 401(k) with company match
• Paid time off, sick leave, and holidays
• Performance-based bonus or profit-sharing opportunities