Schedule: Monday - Friday | 8:00 AM - 5:00 PM
We are seeking an experienced Accounts Receivable Specialist with a strong background in construction billing to join our team. This position is ideal for someone who is self-motivated, detail-oriented, and thrives in a team-focused environment. A positive, can-do attitude and the ability to work independently while supporting the broader team are essential for success in this role.
Key Responsibilities
Accounts Receivable & Billing Duties:
- Invoice jobs using QuickBooks and operations software.
- Track invoicing protocols specific to management companies and properties, including use of vendor portals.
- Monitor progress billing in coordination with Project Managers to ensure timely and accurate invoicing.
- Prepare and present Accounts Receivable reports in weekly meetings.
- Proactively follow up with clients regarding outstanding invoice collections.
- Maintain and update job statuses across operations software and QuickBooks (e.g., billed, canceled).
- Accurately file invoices and apply payments received via ACH, mail, Paymode-X, or email.
- Attach payments to paper invoices and maintain organized documentation.
- Manage AIA billing processes and Schedule of Values (SOVs).
- Maintain client compliance in platforms like Vendor Page, NetVendor, RealPage, Vendor Café, etc.
- Handle Certificates of Insurance (COI) requests and ensure timely client submissions.
- Complete and submit new vendor packets as needed.
General Office Support:
- Assist with miscellaneous administrative and project-based tasks.
- Answer phone calls, take messages for incoming leads, and support team members as needed.
- Coordinate with the Data Clerk to reconcile credit card charges and statements.
Qualifications
- Minimum 2 years of experience in construction billing required.
- Strong working knowledge of AIA billing and compliance documentation.
- Construction Accounts Receivable experience is required.
- QuickBooks Online (QBO) preferred.
- JobTread software experience preferred.
- Highly organized, self-motivated, and able to manage time effectively in a fast-paced environment.
- Strong problem-solving, communication, and customer service skills.
- Proven ability to work collaboratively within a team structure.
- Familiarity with construction vendor portals and billing platforms.