Accounts Receivable Specialist

Located in Clearwater, FL

Salary: 26.00

Clearwater Construction company looking for an Accounts Receivable Specialist to join their team! 

 

Job Summary

The Accounts Receivable Specialist is responsible for ensuring compliance with company policies, procedures, and internal controls by obtaining required approvals and supporting documentation. This role oversees the timely review, approval, coding, and processing of invoices, while serving as a key point of contact for customer inquiries. Responsibilities include managing contract documentation to ensure payment deadlines are met, maintaining accurate customer accounts, preparing and distributing customer statements, monitoring outstanding receivables, processing customer payments, recording account adjustments, and providing reporting support to management and internal teams.

Duties & Responsibilities

1. Invoicing

• Prepare and process invoices, credit memos, and renewal invoices.
• Generate and submit invoices through customer billing portals, including Textura and Procore.
• Ensure invoicing accuracy and timely submission.

2. Cash Application

• Process and apply customer payments, including checks, ACH payments, credit card transactions, and other receipts.
• Share biweekly cash receipt entry responsibilities with team members as needed.
• Research and resolve payment discrepancies and misapplied cash receipts.

3. Credit Card Processing

• Process customer credit card payments accurately and efficiently.
• Maintain appropriate documentation and records for all transactions.

4. Customer Account Management

• Set up and maintain customer accounts.
• Ensure customer contact information and account records remain current and accurate.

5. Accounts Receivable & Collections

• Monitor outstanding receivables and follow up on overdue accounts.
• Prepare Notices of Non-Payment when necessary.
• Respond promptly to customer account inquiries and billing questions.
• Support internal teams by researching and resolving invoice-related issues.
• Prepare lien releases and other documentation required for payment processing.
• Distribute monthly customer statements and account summaries.

6. Reporting

• Prepare accounts receivable reports and aging reports for management review.
• Provide requested reporting and account analysis to internal departments.

7. Team Support & Cross-Training

• Cross-train with other accounting team members to provide backup coverage as needed.
• Assist with department processes and continuous improvement initiatives.

8. Reception Coverage

• Participate in rotating reception desk coverage during staff absences.

9. Additional Duties

• Perform other related duties and special projects as assigned.

Required Skills & Qualifications

• Availability to work onsite Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
• Experience utilizing Office 365 calendar and scheduling tools preferred.
• Strong organizational, time management, and problem-solving skills.
• High level of accuracy and attention to detail.
• Solid understanding of general office procedures, recordkeeping, and filing systems.
• Ability to work independently while collaborating effectively with team members.
• Experience with Sage Intacct and Sage 100 preferred.
• Knowledge of AIA billing procedures preferred.
• Construction industry office experience strongly preferred.

Education & Experience

• Associate degree or equivalent combination of education and experience.
• Experience in Accounts Receivable required; Accounts Payable experience is a plus.
• Minimum of 5 years of accounting or accounts receivable experience within the construction industry or a related field.
• Demonstrated experience identifying and implementing process improvements.
• Strong mathematical, analytical, and reconciliation skills.
• Working knowledge of accounting, bookkeeping, and financial principles.
• Experience with QuickBooks Online and accounting ERP systems, including Sage Intacct and Sage 100.
• Ability to maintain confidentiality and handle sensitive financial information with discretion.

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