What are the responsibilities and job description for the Accounts Receivable Specialist position at Ryan Fireprotection, Inc.?
Job Title: Accounts Receivable Specialist
Location: Cincinnati, OH (office-based)
Employment Type: Full-Time
Schedule: Monday through Friday, start time flexible between 7:00 AM and 8:30 AM
Job Summary
Ryan Fireprotection is seeking a detail-oriented Accounts Receivable & Collections Specialist to join our Cincinnati office. This role's primary focus is managing collections and driving down past-due balances, with additional responsibilities supporting city license renewals, certificates of insurance (COI), and work order invoicing for our service line of business. This is a great fit for someone who is persistent, organized, and comfortable owning a portfolio of accounts from first follow-up through resolution.
Key Responsibilities
Collections (primary focus)
- Manage a portfolio of past-due accounts, initiating timely follow-up calls, emails, and written correspondence
- Track aging reports and prioritize outreach based on balance and delinquency
- Resolve billing discrepancies and disputes in coordination with sales, service, and project teams
- Negotiate payment plans and escalate unresponsive accounts per company process
- Maintain accurate, up-to-date collection notes and account status in the accounting system
- Report on collections progress, aging trends, and problem accounts to leadership
City License Renewals
- Track renewal deadlines for contractor and business licenses across service jurisdictions
- Prepare and submit renewal applications and required documentation
- Maintain a renewal calendar and proactively flag upcoming deadlines
Certificates of Insurance (COI)
- Process COI requests from customers, general contractors, and vendors
- Coordinate with the insurance broker to obtain updated certificates as needed
- Maintain organized records of active COIs and renewal dates
Work Order Invoicing (Service)
- Review completed service work orders for accuracy and completeness
- Generate and issue invoices for service work in a timely manner
- Follow up with technicians or service coordinators on missing information needed to invoice
- Support month-end invoicing close as needed
General Office
- Provides phone support, handling calls with professionalism and directing inquiries appropriately
- Manages incoming and outgoing mail
- Orders and maintains office supplies
- Performs other office duties as assigned
Qualifications
- 2 years of experience in collections, accounts receivable, or a related accounting/finance role
- Experience in construction, service-based, or trades industries is a plus
- Strong communication skills, particularly for firm but professional collections conversations
- High attention to detail and comfort managing deadlines across multiple recurring tasks (license renewals, COIs, invoicing)
- Proficiency with accounting/ERP software and Microsoft Excel
- Ability to work independently and prioritize a varied workload
Physical/Work Environment
- Office-based role in Cincinnati, OH
- Standard office equipment and phone-based work for the majority of the day
Salary : $41,355 - $54,264