Accounts Receivable Specialist

Description

The Accounts Receivable Specialist is responsible for ensuring that project contract and subcontract invoices for the base contract, change order requests, and credit memos are billed accurately and timely. They are responsible for investigating and resolving billing variances, reconciling sales and accounts receivable, preparing/requesting release waivers, requesting/receiving certificates of insurance, registering new projects with the Union, and working with project managers and engineers to ensure all billing data is entered accurately and timely. The Accounts Receivable and Project Accountant routinely reviews the AR Ageing and follows up by email, telephone, and correspondence on outstanding balances to advance customer payment while apprising Management promptly of delinquent/unresponsive accounts. They prepare mechanic’s liens, if necessary, and ensure delinquent projects are lined within legal limits.

Requirements

Specific Duties and Responsibilities

• Receives/reviews contracts on new projects noting any unique or unusual billing and COR terms, and follows up with project manager/estimator in the event of any questions or ambiguities.
• Inquires of management if any notable credits or allowances exist that require special attention.
• Registers new projects promptly with the Union following Union requirements.
• Creates labor budget for field personnel from the estimator’s Quickbid report.
• Sets up/enters new projects in the accounting system and prepares/submits “New Job Info Sheet” for all new projects to the appropriately assigned foremen and superintendent in the field.
• Requests certificates of insurance from insurance broker and forwards to client upon receipt.
• Creates, maintains, and updates monthly project billing reports showing details of active projects, historical billings/collections, percentage complete/billed, project costs-to-date, and anticipated current monthly billings in close coordination with project-specific project managers/engineers.
• Creates/submits monthly invoices promptly for contracted/subcontracted work performed (base contract) based on percent complete as developed by project-specific project managers/ engineers to customers as proscribed by contract, industry practice, or customer requirements.
• Creates/updates Schedule of Values (SOV) in coordination with project managers/engineers.
• Reviews/validate change order requests (CORs) and create/submits invoices promptly for verified and general contractor-approved CORs to customers as proscribed by contract, industry practice, or customer requirements.
• Ensures the accounting system is correctly updated for any approved CORs and follows up discrepancies with project-specific project managers/engineers.
• Receives, processes, and enters customer payments and prepares payment release waivers, as necessary, and forwards to clients. Matches customer payments to billings and follows up/resolves any differences.
• Requests payment release waivers from suppliers and sub-contractors.
• Contacts customers routinely by email, telephone, and correspondence regarding past due amounts outstanding over sixty (60) days until collected.
• Maintains a list of potential problem accounts and reviews list with management weekly, noting important dates, such as last billing, last payment, collection activity (correspondence), customer payment history, the dollar amount of exposure, and mechanic lien deadlines.
• Prepares mechanic’s lien for client projects that management has deemed are unresponsive regarding payment.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business or Accounting. A combination of education and experience may be substituted for a degree.
• Three (3) – five (5) years of experience in construction accounting.
• Familiarity with the percentage of completion and revenue-recognition aspects of Generally Accepted Accounting Principles (GAAP).
• Familiarity with mechanic’s liens process.
• Familiarity and experience using mid-level construction accounting software, especially accounts receivable and billing modules.
• Experience with standard construction industry invoicing format (Forms G702 and G703), Schedules of Value,
• Advanced level skills in Microsoft Office (Word,/Excel/Outlook) and working knowledge of Bluebeam software.
• Strong communication, interpersonal, and collection skills.
• Strong attention to detail and problem-solving skills.
• Ability to analyze and organize data.
• Ability to handle multiple priorities.
• Strong organizational and time management skills.
• Ability to take initiative and follow through tasks to completion.
• Must be flexible and able to adapt to change quickly.

Working Conditions

Office environment

Regularly required to talk or listen

Frequently required to use hands and fingers to handle or feel, reach with hands or arms.

Required to sit for long periods

Occasionally required to stand and walk

Occasionally required to lift to 10-15 pounds

May be required to travel occasionally 10-15%

$28 - $35 hourly. DOE

BENEFITS

• Full-Time
• PTO
• Health
• Dental
• Vision
• Chiropractic
• Retirement plan
• Life Insurance