Job title: Accounts Receivable Specialist
Location: Frankfort, Ill
Join a dynamic team as an Accounts Receivable Specialist reporting directly to the Controller. This pivotal role involves ensuring the accuracy and timeliness of Contract and Time & Material (T&M) billings, from calculation to invoicing and posting, adhering to specified deadlines. Collaborating closely with Project Managers, VP of Operations, Office Staff, and Customers, you'll play a key role in maintaining smooth billing operations and optimizing collections activities.
Key Responsibilities
- Execute precise and punctual Contract and T&M billing utilizing Viewpoint/Vista software.
- Collaborate with the Accounts Receivable Supervisor to update labor rates and markups promptly, in response to new job notifications, annual union contract changes, and customer-specific requirements.
- Monitor billing contractual terms for new and existing jobs, setting up recurring tasks as per billing terms.
- Expedite miscellaneous bills requested by Project Managers within a week, preferably within 48 hours.
- Handle miscellaneous monthly T&M bills according to designated frequencies (weekly, bi-weekly, semi-monthly).
- Process miscellaneous Fixed Price bills monthly or as per customer deadlines.
- Maintain oversight of T&M NTE and Fixed Price PO amounts, promptly notifying Project Managers of any discrepancies.
- Conduct a thorough review of each billing before submission to Project Managers or the A/R Supervisor.
- Record customer cash receipts accurately in the accounting software.
- Regularly review customer accounts receivable balances and initiate collections activities as needed.
- Conduct courteous follow-up calls to customers 10-15 days post-invoice to confirm receipt and address any queries.
- Implement proactive follow-up calls for overdue invoices, clearly outlining payment terms and requesting payment dates.
- Promptly report invoices 10 days past due to the Project Manager/A/R Supervisor, expecting a response within 48 hours.
- Perform miscellaneous month-end duties, including reviewing the T&M unbilled report to ensure timely processing and resolution of any issues.
Qualifications
- Preferred: Associate's degree in accounting.
- Minimum of 2 years' experience in construction accounts receivable/billing.
- Proficiency in Microsoft Word, Excel, and Outlook, with a general understanding of accounting software.
- Strong data entry, keyboarding, and 10-key adding machine skills.
- Excellent professional communication skills, both internally and externally.
- Ability to thrive in a fast-paced environment, demonstrating strong time-management and attention to detail.
- Experience with Viewpoint/Vista software is advantageous.
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