Senior Accounts Receivable Specialist POST NUMBER: 458157
Position Overview: We’re partnering with a growing construction firm seeking a detail-oriented Accounts Receivable Specialist to lead the AR & Collections process. This individual will own the end-to-end receivables process- from accurate invoicing to timely collection of large-dollar invoices. The ideal candidate is a strong communicator, both with customers and internal teams, and thrives in a fast-paced, collaborative environment. This role requires a professional who is execution-focused, organized and committed to driving results while maintaining strong relationships with clients and colleagues.
Key Responsibilities:
- Invoicing & Client Correspondence:
- Prepare and issue accurate and timely invoices to customers.
- Coordinate with the Project Admin team to ensure all required supplemental documentation is included with invoices.
- Maintain and manage all client files related to setup, payment structure, billing requirements, and any other applicable data points.
- Regularly communicate with customers via phone, email, or in person to resolve payment issues, answer billing questions, and provide necessary documentation.
- Accounts Management & Collections:
- Monitor and reconcile customer accounts, ensuring payments are applied correctly and discrepancies are resolved in a timely manner.
- Follow up on overdue accounts, generate and review aging reports to track outstanding balances, and initiate collection efforts such as sending reminders and negotiating payment plans, while protecting company cash flow.
- Partner with operations, sales and project teams to clarify billing details and resolve issues quickly.
- Escalate overdue accounts appropriately while maintaining professionalism.
- Ensure compliance with relevant financial regulations and company policies in all accounts receivable activities.
- Reporting & Documentation:
- Maintain detailed and accurate records of invoices, payments, and customer interactions in the company’s financial systems.
- Manage and maintain all supporting documentation related to invoicing and payments in the company directory.
- Prepare and submit regular reports on receivables, including collection status, outstanding balances, and cash flow projections for management.
- Manage the company’s AR email inbox, ensuring all correspondence is responded to and organized effectively.
- Cash Forecasting & Reporting
- Prepare and maintain (daily) the weekly cash collection forecast aligned with company goals.
- Track actual collections versus forecast and provide variance explanations.
- Deposit checks for invoice payments and record payments for check deposits and ACH payments within the company’s accounting system.
- Highlight risks and opportunities that impact short-term and long-term cash flow.
- Provide updates to management on collection status, risks and trends.
- Contract Coordination:
- Review project contracts to understand billing requirements and ensure invoices are submitted correctly to prevent payment delays.
- Coordinate with relevant teams to ensure compliance with contract terms and billing accuracy.
- Process Ownership & Improvement
- Manage AR lifecycle from billing through collection.
- Monitor accounts to identify delinquent payments and recommend solutions.
- Contribute to process improvements that enhance efficiency, accuracy and cash velocity.
- Perform other duties as assigned related to accounts receivable and financial management.
Qualifications:
- Minimum of 7 years of Accounts Receivable, billing and collections experience (construction or project-based industry preferred).
- Demonstrated ability to manage multiple accounts and maintain accuracy while handling a high volume of transactions.
- Strong communication skills, with the ability to interact confidently with both internal teams and external clients.
- Proficiency in Microsoft Excel and experience with accounting software such as NetSuite; familiarity with Cityworks and Municipal pay apps is preferred.
- Experience working with municipalities and/or within the construction industry is a strong plus.
- Self-starter with strong time management and organizational skills.
- Ability to investigate and resolve billing discrepancies in a timely manner.
- Ability to manage multiple priorities, meet deadlines, and work independently while thriving in a team environment.
Desired Attributes
- Strong problem solving and negotiation skills
- Professional, customer-oriented approach with persistence in achieving results.
- Ownership mindset with accountability for outcomes.
Benefits:
- Competitive Compensation
- Health/ Dental/ Vision/ Life/ 401k matching
- Paid time off and company holidays
- Opportunities for professional development and growth
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
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Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.