Accounts Receivable Specialist

Job Summary:

The Accounts Receivable Specialist is responsible for overseeing the accounts receivable collections and cash applications processes to ensure timely payment from customers, maintain healthy aging balances, and support ongoing cash flow for the business with accurate and timely payment posting. This role partners closely with Project Managers, Regional Leadership, and the accounting team to resolve invoice issues, provide payment updates, and maintain strong, professional customer relationships.

This is not a call-center or high-pressure collections role. It is a relationship-forward, solution-oriented role focused on accurate billing follow-up, process consistency, and clear communication.

Key Responsibilities

• Monitor customer accounts and aging reports to identify overdue balances.
• Contact customers via email and phone to follow up on outstanding invoices in a professional and service-oriented manner.
• Research and resolve invoice discrepancies by collaborating with Project Managers, Operations, and Billing.
• Document all customer communication and follow-up activity in the accounting system.
• Work with customers to obtain payment commitments and/or documentation required for payment (POs, vendor setup forms, W-9s, lien releases, etc.).
• Escalate accounts when necessary and recommend next steps (late fees, payment plans, legal escalation, etc.).

• Ensure all incoming payments are accurately recorded and applied to the correct customer accounts and invoices in the accounting system.
• Compare bank statements, remittance advices, and financial reports to verify accurate application of incoming cash and identify discrepancies or unapplied payments.
  
• Investigate and resolve payment discrepancies, including short payments, unapplied cash, overpayments, and incorrect fund applications, ensuring accurate customer account balances.

• Prepare weekly A/R status updates for leadership, including risks, trends, and recommended actions.
• Assist with improving accounts receivable processes, documentation, and collections workflows.
• Support month-end and year-end closing activities related to receivables.

Qualifications

Required:

• 3 years’ experience in Accounts Receivable, Billing, or Collections
• Strong communication and relationship-building skills
• Ability to organize, prioritize, and manage follow-up across many accounts
• Proficiency with Microsoft Excel and/or accounting systems
• Strong attention to detail and problem-solving skills

Preferred:

• Experience in service, construction, manufacturing, or project-based billing environment
• Familiarity with lien releases, waivers, compliance documents, or job-related billing terms
• Experience with Foundation