Billing / Accounts Receivable Manager
Position Summary
The Billing / Accounts Receivable Manager is responsible for leading the company's billing, collections, and accounts receivable functions while ensuring accurate, timely invoicing and strong cash flow. This position oversees all aspects of customer billing, including AIA progress billing, contract billing, service billing, collections, credit management, and cash application. The Manager works closely with Project Managers, Operations, Accounting, and customers to ensure invoices are prepared in accordance with contract requirements and collected promptly. .The ideal candidate has experience with AIA billing, lien waivers, retainage, construction contracts, and commercial collections.
Essential Responsibilities
Billing Management
- Manage all company billing activities for multiple divisions and service lines.
- Manage customer invoice process to ensure customers are invoiced timely and accurately.
- Manage AIA progress billings (G702/G703) and ensure compliance with contract requirements.
- Review contracts to determine billing terms, schedules, retainage, and documentation requirements.
- Coordinate monthly progress billings with Project Managers.
- Manage time-and-material, unit price, fixed-price, and service invoicing to ensure accuracy and timely completion.
- Ensure supporting documentation accompanies invoices, including:
- Certified payroll (when applicable)
- Lien waivers
- Change orders
- Purchase orders
- Field tickets
- Backup documentation
- Monitor unbilled work and ensure timely invoicing.
- Maintain accurate billing records and documentation.
Accounts Receivable & Collections
- Manage the company's entire accounts receivable portfolio.
- Develop and oversee a proactive collections strategy to improve cash flow and reduce outstanding receivables.
- Review accounts receivable aging reports weekly and prioritize collection efforts.
- Work directly with customers to resolve billing discrepancies, disputes, and payment issues.
- Coordinate with Project Managers and Operations to resolve issues delaying payment.
- Monitor customer payment trends and identify accounts at risk.
- Establish payment arrangements when appropriate while protecting the company's financial interests.
- Recommend customer credit limits and payment terms.
- Prepare weekly collections reports and provide updates to senior management.
- Escalate delinquent accounts to management and recommend outside collection agencies or legal action when necessary.
- Maintain complete collection notes and customer communication records.
- Apply customer payments accurately and reconcile outstanding balances.
- Reduce Days Sales Outstanding (DSO) and improve overall collection performance.
AIA Progress Billing
- Prepare and submit:
- AIA G702 Application for Payment
- AIA G703 Continuation Sheets
- Calculate and track:
- Retainage
- Percent complete
- Schedule of Values
- Stored materials
- Approved change orders
- Coordinate with Project Managers to verify work completed.
- Ensure all required documentation is submitted to owners and general contractors.
- Track payment status and follow up on outstanding payment applications.
Financial Reporting
- Reconcile accounts receivable balances.
- Review billing accuracy and revenue recognition.
- Prepare monthly AR aging reports and cash collection forecasts.
- Assist with month-end and year-end closing activities.
- Support internal and external audits.
- Analyze billing and collection trends and recommend process improvements.
Leadership & Process Improvement
- Supervise billing and accounts receivable personnel.
- Establish departmental goals and collection targets.
- Monitor collection performance metrics and hold team members accountable for results.
- Train employees on billing procedures, collection practices, and customer communication.
- Develop and maintain standard operating procedures.
- Improve billing and collection workflows through automation and process enhancements.
- Ensure compliance with company policies and accounting standards.
Customer Service
- Build positive relationships with customers and project stakeholders.
- Respond promptly to billing and payment inquiries.
- Resolve customer concerns while protecting the company's financial interests.
- Partner with Operations, Sales, and Project Management to improve customer satisfaction and accelerate collections.
Qualifications
Required
- Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent experience).
- Five or more years of progressive billing, accounts receivable, and commercial collections experience.
- Minimum three years of supervisory or management experience.
- Experience with AIA progress billing.
- Strong knowledge of construction accounting and commercial collection practices.
- Experience managing retainage, lien waivers, and contract billing.
- Proficiency in Microsoft Excel and Microsoft Office.
- Experience with ERP/accounting software.
Preferred
- Experience in construction, infrastructure, environmental services, utilities, or industrial contracting.
- Experience with job costing and work-in-progress (WIP) reporting.
- Familiarity with prevailing wage and public works projects.
- Knowledge of state and federal contract requirements.
Pay: $80,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
