Accounts Receivable/Contracts Administrator

OBJECTIVES OF THIS ROLE
This position is responsible for managing company’s accounts receivable processing, ensuring accurate and timely billing, and maintaining positive relationships with clients. This role requires a keen understanding of construction industry billing practices, including contract setup, progress billing, and retainage.

RESPONSIBILITIES
• INVOICING & BILLING, CONTRACT SETUP
o Prepare and send out progress billings, final invoices, and retainage invoices.
o Ensure all billings are accurate, complete, and in agreement with contract terms. 
o Stay informed on current projects by attending daily meetings with the Operations team.  Collaborate with team members to identify and resolve discrepancies in billed quantities and amounts.
o Enter new contracts & projects into ERP. Ensure setup is complete by obtaining all necessary documents, such as bonds and certificates of insurance. 
• COLLECTIONS & CUSTOMER RELATIONS
o Apply customer payments to accounts.  
o Prepare and make bank deposits.
o Follow up on outstanding invoices and ensure timely collection of payments.
o Maintain strong relationships with clients, addressing any billing issues or disputes promptly.
o Communicate with project managers and other stakeholders regarding payment status and issues.
• RECORD KEEPNG, DOCUMENTATION & REPORTING
o Maintain detailed and organized records of all receivable transactions.
o Prepare monthly accounts receivable aging reports and other relevant financial reports.
o Assist in month-end close by providing necessary documentation and reports.
o Reconcile receivable subledger balances to financial statements’ balances.
o Analyze and identify trends or issues in receivable and recommend improvements to processes and procedures.
o Ensure all accounts receivable activities comply with company policies and relevant legal guidelines.
o Provide assistance during audits and other external inquires.
• Assist with bid document copies to vendors 
• Other Accounting duties as assigned

SKILLS AND QUALIFICATIONS
• Proficiency in Microsoft Office Suite of products (Excel, Word, Outlook).
• Experience working with accounting applications. Familiarity with QuickBooks.
• Excellent organizational skills and attention to detail.
• Effective communication and interpersonal skills.
• Strong analytical and problem-solving abilities.
• Ability to work independently and as part of a team.
• Deadline-driven with excellent time management ability.
• 1-3 years of general accounting experience
• Outstanding math and research skills.
• Ability to maintain confidentiality.
• Proficiency with 10-key typing and data entry.

PREFERRED QUALIFICATIONS
• Associate or Bachelor’s degree in accounting or related field preferred.
• Knowledge of construction billing processes, lien laws), and contract management.
• Experience with Vista or similar ERP software suite.