Accounts Receivable Specialist

Overview

Company:
Demand Mechanical
•

Location:

Nashville, TN
•

Reports To:

Service Operations Manager
• Classification:
Full-Time, Salary

The Accounts Receivable Specialist is responsible for managing the entire cash cycle of the company, from accurate invoice generation and delivery through collection and cash application. This position is vital to maintaining the financial health of the organization and requires strong attention to detail, proficiency in accounting software, and exceptional customer service skills for handling client billing inquiries.

• Invoicing and Billing:
  Generation:
  Prepare and issue accurate invoices, including complex pay applications, progress billings, T&M (Time and Materials) invoices, and service contract renewals based on company terms and contract specifications.
• Documentation:
  Ensure all necessary supporting documentation (e.g., lien waivers, certified payroll, insurance certificates) is included with monthly billings to facilitate timely payment.
• Delivery:
  Distribute invoices to clients via mail, email, or client-specific online portals (e.g., Textura, Avid Xchange).
• Cash Application and Reconciliation:
  Receipts:
  Record and apply daily customer payments (checks, ACH, wires) accurately to the corresponding customer accounts and invoices within the accounting system.
• Reconciliation:
  Perform daily and monthly reconciliation of the AR ledger to the general ledger, investigating and resolving any discrepancies.
• Reporting:
  Generate and maintain detailed weekly aging reports and cash flow forecasts for management review.
• Collections and Follow-Up:
  Monitoring:
  Proactively monitor the Accounts Receivable aging report and prioritize collection activities for past-due accounts.
• Communication:
  Contact customers regarding overdue payments via phone and email while maintaining positive client relationships.
• Dispute Resolution:
  Work collaboratively with Project Managers and Service Managers to quickly resolve billing disputes, ensuring accurate final payment.

• Required Qualifications
• Experience:
  
  Minimum of 3 years of dedicated Accounts Receivable experience, preferably within the construction, engineering, or mechanical contracting industry.
• Technical
  
  Skills:
  
  Proven proficiency with accounting software (e.g., [Specify Software, e.g., Quick Books Enterprise, Viewpoint, Sage 300]) and Microsoft Excel (including pivot tables and formulas).
• Communication:
  Excellent verbal and written communication skills with a professional demeanor suitable for client interaction.
• Financial Acumen:
  Basic understanding of construction accounting principles, including retainage, lien waivers, and progress billing.