Accounts Receivable Specialist

Accounts Receivable Specialist

Job Summary: 

The Accounts Receivable Specialist will be responsible for managing and processing all aspects of accounts receivable, including purchase order and work order processing, invoicing, and cash receipts. This role requires excellent organizational skills, attention to detail, and the ability to work collaboratively with various departments.

Key Responsibilities:

• Receivables Management: Oversee and manage the accounts receivable process, ensuring timely collection of outstanding invoices.
• Purchase Order Processing: Process purchase orders, track open purchase orders, acquire necessary signatures, and obtain corresponding vendor invoices.
• Work Order Processing: Handle work orders, track open work orders, acquire necessary signatures, and bill customer upon approval.
• T&M Billings: Prepare and process Time & Material (T&M) billings accurately.
• Paperwork Processing and Verification: Handle all paperwork related to accounts receivable, ensuring accuracy and completeness.
• Billing Conversion and Compilation: Convert and compile billing data for invoicing purposes.
• Invoicing Customers: Generate and send invoices to customers, ensuring accuracy and compliance with company policies.
• Monthly Pay Applications: Prepare and submit monthly pay applications as required.
• Billable Job Identification: Identify and track billable jobs to ensure accurate billing.
• Billable Cost Reports: Generate and review billable cost reports for accuracy and completeness.
• Communication with Project Managers: Send billing information to Project Managers (PMs) and follow up as needed.
• Billing Entry and Support Compilation: Enter billing data into the system and support the compilation of billing information.
• Cash Receipts: Record check payments received, remove corresponding invoices from aging report, and turn checks into the director for bank deposit.
• Customer Relations: Maintain positive relationships with customers, addressing any billing inquiries or issues promptly.
• Payment Reconciliation: Reconcile customer payments with invoices and resolve any discrepancies.
• Aging Reports: Prepare and analyze accounts receivable aging reports to identify overdue accounts and take appropriate action.
• Collections: Follow up on overdue invoices and implement collection procedures to ensure timely payment.
• Customer Account Maintenance: Maintain and update customer account information, including contact details and payment terms.
• Compliance: Ensure compliance with company policies, accounting standards, and regulatory requirements.

Qualifications:

·       Strong organizational skills and attention to detail.

·       Excellent communication and interpersonal skills.

·       Proficiency in Microsoft Office Suite and other relevant software applications.

·       Ability to multitask and prioritize tasks effectively in a fast-paced environment.

·       Strong problem-solving skills and ability to work independently.

Preferred Skills and Qualifications:

·       Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, Marketing, or related field.

·       Proven experience in accounts receivable role, preferably in construction or related industry.