Accounts Receivable and Billing Specialist

Position Identification:

Non-Exempt

Reports to:  Operating Unit President

Position Summary:

Perform accounts receivable duties with accuracy and timeliness to assure positive business relations with customers.

Job Functions:

• Plan, organize, and establish objectives and goals for work assigned
• Create invoices and manage invoicing process including preparation of AIA documents
• Customer collection calls/emails with documentation
• Coordinate with Project Managers for lien release and project close out
• Prepare invoice credit memos as needed
• File A/R and paid invoices
• Assist Service Manager in monthly inventory reconciliation
• Prepare monthly accounts. receivable statements for mailing (15th)
• Prepare pre-qualification contractor packets
• Contract review
• Order Certificates of Insurance for projects and customers per request
• Request bonds as needed
• Change order processing in centralized company database system
• Work with Project Managers to complete the close out package to facilitate the release of the retainage payment
• Type and distribute customer quotes as needed
• File Township taxes yearly
• Request permits as needed
• Track project warranties
• Distribute next day schedule to crews
• Set up and arrange seminars, luncheons, and training events
• Perform general administrative functions related to day-to-day operations

• Perform other related duties as assigned
• Monitor and modify field employee daily hours in company field management interface
• Submit weekly payroll reports to the regional accounting team
• Assist Office Administrator/HR with Human Resources functions to include; assist applicants, prepare new hire and benefits packets and other duties as needs
• Maintain and meet all DOT regulations on company fleet including but not limited to vehicle registrations, hazmat, PA and NJ DEP
• Prepare and maintain UCR and DOT filings, IFTA taxes, Apportion Registration and Form 2290

Knowledge, Skills & Experience (Essential):

• High school diploma or equivalent
• General knowledge of Accounting principles
• Knowledge of payroll-related practices and procedures
• Well-organized with ability to multi-task.
• Computer skills and knowledge of office software packages including Microsoft Office Suite
• Proficiency with Microsoft Excel, including strong analytical abilities
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates
• Knowledge of payroll technical subjects or ability to research/ask for help

Knowledge, Skills & Experience (Desirable):

• Bachelor’s degree
• Knowledge of business and management principles

Key Competencies:

• Excellent communication skills
• Teamwork and collaboration
• Sound problem assessment and problem-solving skills
• Ability to make decisions and ascertain when an issue needs escalation.
• Well organized; Adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative
• integrity
• Adaptability
• Willingness to learn

Occupational Health and Safety:

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions:

Physical surroundings:  Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking.   Repetitive keying, typing.  Occasional lifting not to exceed 25 pounds

Travel: Occasional, for purposes of training in operating units

Hours: 7:00am – 5:00pm

Salary: Based on experience