Accounts Receivable & Billing Coordinator

POSITION SUMMARY

The Accounts Receivable & Billing Coordinator is responsible for managing the full customer billing lifecycle — from invoice preparation through payment collection — while ensuring compliance with customer contract terms and internal project documentation.

This role works closely with Estimating, Production, and Operations to ensure accurate billing, timely collections, and strong cash flow management.

KEY RESPONSIBILITIES

Billing & Invoicing

• Work closely with Estimating to ensure customer payment terms, deposits, and billing milestones are clearly documented in order and contract documentation
• Generate progress, milestone, and final invoices
• Confirm shipment quantities before invoicing
• Track deposits and milestone payment triggers

Accounts Receivable Management

• Post and apply customer payments
• Reconcile discrepancies
• Lead proactive collections via email and phone
• Escalate slow-paying accounts as needed
• Maintain customer credit limits
• Proactively review open orders and identify accounts requiring payment prior to shipment; coordinate with Operations and notify customers accordingly

Construction & Compliance Support

• Review PO terms before billing
• Prepare lien releases (conditional and unconditional)
• Track preliminary notices (if applicable)
• Maintain W9s and customer compliance documentation
• Support tax exemption documentation

Cash Flow & Reporting

• Track / analyze / react to weekly A/R aging summary
• Assist in short-term cash forecasting
• Support month-end close A/R reconciliation

ERP & Process Management

• Maintain clean customer master records
• Send project closeout documents and warranty information
• Assist with audit requests

QUALIFICATIONS

• 2+ years (3+ preferred) Accounts Receivable experience (construction or manufacturing preferred)
• Familiarity with project-based billing
• Comfortable reviewing contracts and POs
• Strong written and verbal communication
• ERP experience (QuickBooks, Fulcrum, or similar)
• Detail-oriented and process-driven

SKILLSET

• Assertive but professional
• Comfortable making collection calls
• Strong follow-through
• Structured and organized

Pay: $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person