Accounts Receivable Specialist

Watchdog Real Estate Project Management is seeking a detail-oriented and highly organized Accounts Receivable Specialist to join our team.

This role plays a key part in supporting our day-to-day financial and operational functions, ensuring the accurate and timely processing of invoices, payments, collections, and expense reporting.

You’ll work across accounts receivable, accounts payable, and banking functions while also supporting broader administrative and operational activities. This is an excellent opportunity for someone who thrives in a fast-paced environment and enjoys balancing both financial and operational responsibilities.

Responsibilities:

Accounts Receivable

• Maintain and update billing rules and projections based on contract terms and project rates
• Process monthly client invoices (fixed fee, hourly, and expenses) using SuiteProjects Pro
• Manage collections and respond to client billing inquiries
• Support customer onboarding, including W-9s and related documentation
• Prepare lien waivers and manage client-specific billing requirements and portal uploads
• Monitor and follow up on outstanding or stale-dated payments

Accounts Payable

• Enter vendor invoices into NetSuite from email and mail submissions
• Support weekly accounts payable check runs
• Coordinate scheduled vendor payments, including call-in payments when required
• Assist with vendor onboarding and maintain accurate 1099 tracking

Banking & Transactions

• Match and post bank transactions in NetSuite
• Process incoming payments, including check deposits and ACH receipts
• Prepare and upload Positive Pay files
• Support credit card and FSA transaction processing

Operations & Administrative Support

• Monitor and manage the Finance inbox, routing and organizing documentation
• Maintain purchase orders and billing rules within project systems
• Process and code expense reports, including executive expenses
• Import corporate card transactions into expense reporting systems
• Follow up on missing timesheets to support accurate billing and payroll
• Assist with audit requests and compliance documentation
• Provide general administrative and operational support as needed

Requirements:

• 3 years of experience in accounts receivable, accounts payable, or general accounting
• Experience with NetSuite preferred
• Familiarity with project-based accounting systems (SuiteProjects Pro is a plus)
• Strong Excel skills; experience with Smartsheet is a plus
• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong communication skills with the ability to interact effectively with clients, vendors, and internal teams

Work Environment:

This role is based in our King of Prussia and requires 4–5 days per week in-office to support responsibilities such as check processing and mail handling.