Accounts Receivable & Billing Specialist

Department: Accounting / Finance
Reports To: Accounting Manager or Controller
Employment Type: Full-Time

Position Summary

We are seeking a detail-oriented and organized Accounts Receivable & Billing Specialist to join our team. This position will be responsible for accurate and timely customer billing, accounts receivable management, payment processing, collections, and account reconciliation.

The ideal candidate understands the billing cycle of a construction or service-based business and is comfortable working with project managers, service technicians, customers, vendors, and the accounting team.

This person should be highly organized, comfortable following up on outstanding balances, and able to identify billing issues before they become collection problems.

Key Responsibilities

Billing

• Prepare and issue accurate customer invoices for projects, service work, maintenance agreements, and other billable services.

• Review work orders, service tickets, purchase orders, contracts, change orders, and supporting documentation prior to billing.

• Coordinate with project managers, service managers, and field personnel to obtain missing billing information.

• Process progress billings, time-and-material invoices, and final invoices as applicable.

• Ensure invoices are submitted according to customer requirements and contractual deadlines.

• Review invoices for accuracy, including labor, materials, equipment, subcontractors, taxes, and other applicable charges.

• Process credit memos, rebills, and billing adjustments when necessary.

• Maintain organized billing records and supporting documentation.

• Monitor unbilled work and follow up with internal departments to ensure completed work is billed promptly.

Accounts Receivable

• Post and apply customer payments accurately and timely.

• Maintain customer accounts and ensure account balances are accurate.

• Perform regular accounts receivable reconciliations.

• Monitor aging reports and identify past-due accounts.

• Contact customers regarding outstanding invoices and payment status.

• Follow up professionally and consistently on overdue balances.

• Research and resolve payment discrepancies, short pays, unapplied payments, and disputed invoices.

• Work with project managers and management to resolve billing disputes.

• Escalate significantly overdue or disputed accounts when appropriate.

• Assist with month-end and year-end accounts receivable close procedures.

Customer & Internal Support

• Serve as a point of contact for customers regarding invoices, statements, payments, and account questions.

• Work closely with project managers, service managers, operations, and accounting to resolve billing issues.

• Maintain professional relationships with customers while handling collection activities.

• Provide management with updates regarding outstanding receivables and collection issues.

• Assist with reporting related to billing, collections, cash receipts, and accounts receivable.

Qualifications

• 2+ years of experience in accounts receivable, billing, accounting, or a related field.

• Experience in construction, contracting, HVAC, plumbing, mechanical contracting, or another service-based industry is preferred.

• Strong understanding of invoicing and accounts receivable processes.

• Experience with customer collections and account reconciliation.

• Strong attention to detail and accuracy.

• Excellent organizational and time-management skills.

• Strong written and verbal communication skills.

• Ability to work independently while also coordinating with multiple departments.

• Comfortable communicating with customers regarding past-due balances.

• Proficiency with Microsoft Excel and accounting software.

• Ability to prioritize multiple invoices, customers, projects, and deadlines.

Preferred Experience

Experience with any of the following is a plus:

• Construction or contractor billing

• Progress billing

• AIA billing

• Retainage

• Change orders

• Purchase orders

• Time-and-material billing

• Service/dispatch billing

• Job costing

• Certified payroll or prevailing-wage projects

• Lien waivers

• QuickBooks, Sage, Viewpoint, Foundation, Procore, or similar accounting/project-management software

Ideal Candidate

The successful candidate is someone who is:

• Detail-oriented – catches billing errors before invoices go to customers.

• Organized – can manage a large volume of invoices and customer accounts.

• Persistent but professional – comfortable following up on unpaid invoices.

• Proactive – doesn't wait for someone else to identify a billing problem.

• Team-oriented – works well with project managers, service teams, and accounting.

• Customer-focused – communicates clearly and professionally with customers.

• Accountable – takes ownership of billing and receivables from invoice creation through payment.

Success in This Position

Success in this role will be measured by:

• Accurate and timely invoicing

• Reduction in outstanding and overdue receivables

• Timely resolution of billing disputes

• Accurate application of customer payments

• Clean and reconciled customer accounts

• Effective communication with customers and internal teams

• Consistent follow-up on outstanding balances

• Improved cash flow and billing efficiency

Physical / Work Environment

This is primarily an office-based position requiring extended periods of computer and telephone use. The employee may occasionally need to visit job sites or attend meetings with project and operations personnel.

Equal Opportunity Employer: We are committed to providing equal employment opportunities to all qualified applicants.

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.

Contact information

Evelyn Johnson