Overview
Join our dynamic team as a Bookkeeper/Collections Specialist, where you'll play a vital role in maintaining accurate financial records and ensuring timely collections. This position offers an exciting opportunity to apply your expertise in accounting systems, financial software, and account reconciliation while supporting our organization’s financial health. We are looking for a motivated professional with a keen eye for detail, strong organizational skills, and a passion for ensuring financial accuracy and compliance. Your efforts will directly contribute to the smooth operation of our accounting processes and the overall success of our organization.
Position Summary
The Bookkeeper / Collections Specialist maintains accurate day-to-day financial records for ArborNature Tree Experts and owns the accounts receivable collections process across the entire ArborNature family of companies. This role handles routine bookkeeping in QuickBooks Online for Tree Experts — accounts payable, accounts receivable, bank and credit card reconciliations, and general ledger entries — while also proactively managing customer aging, following up on past-due invoices, and resolving billing disputes for all five entities to keep cash flow healthy company-wide. The role requires strong attention to detail, comfort working across multiple entities' records and points of contact, and the professionalism to communicate directly with customers about outstanding balances.
Essential Duties & Responsibilities
Bookkeeping & Accounting (ArborNature Tree Experts)
- Maintains day-to-day bookkeeping for ArborNature Tree Experts in QuickBooks Online, including accounts payable, accounts receivable, and general ledger entries.
- Processes vendor invoices for payment, verifies coding and approvals, and schedules payment runs.
- Performs monthly bank and credit card reconciliations for Tree Experts and researches discrepancies.
- Applies customer and vendor payments correctly to the appropriate job/customer records.
- Supports month-end close by preparing account reconciliations, accruals, and supporting schedules as directed.
- Maintains organized, audit-ready financial records and files (invoices, receipts, statements, contracts).
- Assists with sales tax filings, 1099 preparation, and other routine compliance tasks as needed.
Collections (All ArborNature Companies)
- Owns the accounts receivable aging report across all five ArborNature entities; monitors past-due balances and prioritizes follow-up by risk and dollar amount.
- Contacts customers by phone and email regarding past-due invoices in a professional, solutions-oriented manner that protects the customer relationship, regardless of which entity billed the work.
- Investigates and resolves billing discrepancies or disputes, coordinating with each entity's Sales, Operations, or Project Managers to confirm scope, pricing, or completion before escalating or adjusting an invoice.
- Documents all collections activity (calls, emails, payment promises, disputes) in a consistent, trackable format accessible to each entity's leadership.
- Escalates chronically delinquent accounts, disputed balances that can't be resolved internally, or accounts requiring a formal demand letter to the relevant entity's ownership with a clear written summary.
- Recommends holds on future work or credit terms for customers with significant past-due balances, in coordination with the applicable entity's Sales/Operations leadership.
Cross-Functional Coordination
- Works closely with Sales and Scheduling at Tree Experts to confirm invoicing accuracy (scope, change orders, completion dates) before invoices go out, reducing downstream disputes.
- Builds working relationships with billing/ops contacts at Site Solutions, Firewood, Asphalt & Concrete, and Tropical Trash to get the information needed to resolve collections issues on their invoices.
- Communicates recurring billing or collections issues (e.g., a customer type or job type that consistently generates disputes) to the relevant entity's leadership so root causes can be addressed.
Qualifications
- 2+ years of bookkeeping or accounting experience.
- 1+ years of hands-on experience with collections or accounts receivable follow-up, ideally in a construction, field services, or trades environment.
- Comfort working across multiple companies/entities and switching context between bookkeeping for one entity and collections for five is a plus.
- Proficiency with QuickBooks Online required; strong Excel skills preferred.
- Associate's degree in Accounting, Business, or a related field preferred; equivalent hands-on experience will be considered in place of a degree.
- Strong written and verbal communication skills, with the professionalism and persistence needed for direct customer collections conversations.
- High attention to detail and strong organizational skills to keep entity-specific bookkeeping and cross-company collections work clearly separated.
- Ability to handle sensitive financial and customer information with discretion.
Physical Demands & Work Environment
This is primarily a desk-based, office role involving regular computer and phone use. Occasional interaction with field or operations staff to confirm job details may be required.
Supervisory Responsibility
This position has no direct reports. It has the authority to manage the day-to-day collections process across all entities and recommend account holds or escalations, but does not have authority to write off balances, extend credit terms, or make final collections/legal decisions for any entity without that entity's ownership approval.
This role is ideal for someone eager to leverage their technical accounting expertise within a collaborative environment. If you thrive on accuracy, enjoy solving financial puzzles, and are passionate about supporting organizational success through meticulous bookkeeping and collections efforts, we want to hear from you!
Pay: $27.00 - $29.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
