What are the responsibilities and job description for the Accounting Specialist position at Stratus®?
Job Summary
The Accounts Receivable Specialist is responsible for ensuring the timely and accurate application of client payments, client account reconciliation, and maintaining effective collections processes to support the firm’s cash flow and financial health. This role plays a critical part in the accounting cycle by reconciling payments, monitoring client accounts, and proactively managing outstanding receivables across multiple business units and markets.
Primary Essential Functions
Stratus is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Stratus Team’s management Team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.
The Accounts Receivable Specialist is responsible for ensuring the timely and accurate application of client payments, client account reconciliation, and maintaining effective collections processes to support the firm’s cash flow and financial health. This role plays a critical part in the accounting cycle by reconciling payments, monitoring client accounts, and proactively managing outstanding receivables across multiple business units and markets.
Primary Essential Functions
- Cash Application
- Post daily cash receipts (checks, ACH, wires, credit cards) to client accounts in Deltek Vision/VantagePoint or equivalent ERP system
- Research and resolve payment discrepancies, short pay, and unidentified cash promptly
- Reconcile daily deposits to bank statements and ensure all receipts are accurately recorded
- Maintain client remittance documentation and ensure proper audit trail
- Partner with Project Controllers and Billing Specialists to ensure accurate allocation of payments across projects and phases
- Collections
- Monitor accounts receivable aging and follow up on overdue invoices (> 60 Days past due date) through calls, emails, and client portals
- Collaborate with project managers and market leaders to resolve billing disputes and ensure timely collections
- Maintain accurate notes and documentation of all collection activity
- Escalate delinquent accounts to management as appropriate and support the development of payment plans when necessary
- Manage third-party collection agency portal and documentation requests
- Prepare weekly and monthly AR aging reports and cash collection forecasts for management review
- Prepare monthly write-off log and submit it in a timely manner for approval
- Client Relationship & Internal Coordination
- Serve as a professional and courteous point of contact for clients
- Coordinate with billing, project controllers, and operations teams to resolve client issues and support strong client relationships
- Identify trends in payment delays and recommend process improvements or client outreach strategies
- High school degree or GED equivalent
- 5 years of experience in cash application, collections, or accounts receivable – preferably in an A/E, professional services, or project-based environment
- Proficiency in accounting software and ERP systems commonly used in A/E firms (e.g., Deltek Vision/VantagePoint, Oracle, Procore, or similar)
- Proficient in MS Office Suite (especially Excel)
- Familiarity with client portals and electronic billing systems
- Attention to detail, highly organized, and strong follow-through
- Strong communication and client service skills
- Ability to work independently and manage competing priorities
Stratus is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Stratus Team’s management Team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.