Accounts Receivable Specialist
- The Accounts Receivable Specialist is responsible for supporting cash flow through accurate billing, collections, cash application, and customer account management for HVAC service and construction operations. This role works closely with project managers, service teams, customers, and general contractors to ensure timely invoicing, prompt collections, accurate records, and daily deposits while maintaining a high level of professionalism and customer service.
Key Responsibilities
- Billing & Invoicing
- Prepare and issue accurate invoices for HVAC construction projects, including:
- Progress billing
- Time & materials billing
- Change orders
- Retainage tracking
- · Ensure invoices comply with contract terms and customer requirements.
- · Submit invoices through required platforms (e.g., Textura, GC Pay, Procore, AIA billing formats, or customer portals).
- · Maintain proper documentation to support billing (signed tickets, approvals, etc.).
Accounts Receivable Management
- · Monitor customer accounts to ensure timely payment of outstanding invoices for construction projects and service work.
- · Prepare and make daily bank deposits, accurately record incoming payments, and apply cash receipts to customer accounts.
- · Maintain accurate accounts receivable aging reports and track past-due balances to support strong cash flow.
- · Reconcile customer accounts, research payment discrepancies, and coordinate resolution with internal teams and customers.
Collections
- · Proactively follow up with customers on overdue invoices.
- · Communicate professionally with general contractors, subcontractors, and clients to resolve payment issues.
- · Escalate delinquent accounts as necessary.
- · Support lien waiver process and assist in filing preliminary notices if applicable.
Project & Contract Coordination
- · Review contracts to understand billing terms, retainage, and payment schedules.
- · Work closely with project managers, service department, and accounting staff to confirm billing milestones, job progress, and payment status.
- · Track and manage change orders and ensure they are billed appropriately.
Reporting & Compliance
- · Generate accounts receivable and cash activity reports for management, including aging summaries, collections updates, and cash flow forecasting.
- · Maintain compliance with Wiegmann Associates policies, accounting procedures, and applicable construction billing requirements.
- Assist with month-end closing, including AR reconciliation.
Qualifications
Education & Experience
- · Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred).
- · preferably in construction, mechanical contracting, or the HVAC industry.
- · Experience with progress billing and retainage is strongly preferred.
Experience:
- construction accounts receivable: 1 year (Preferred)
- total accounting: 3 years (Required)
License/Certification:
- related certification or formal training (Preferred)
Skills & Competencies
- · Strong understanding of construction billing processes (AIA billing, lien waivers, retainage).
- · Excellent organizational and time management skills.
- · High attention to detail and accuracy.
- · Strong communication and customer service skills with the ability to work effectively with customers, project managers, and internal teams.
- · Ability to manage multiple projects and deadlines simultaneously.
- · Proficiency in accounting software and Microsoft Excel; experience with construction or ERP systems is a plus.
Environment
- Office-based role with regular interaction with project managers and customers.
- May require occasional deadlines tied to project billing cycles or month-end close.
Pay: $26.13 - $31.47 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Education:
Experience:
- construction, mechanical contracting, or the HVAC : 1 year (Required)
- progress billing and retainage : 2 years (Required)
Ability to Commute:
- Saint Charles, MO 63302 (Required)
Work Location: In person
