Job Summary: The Accounts Receivable/Billing Administrator is responsible for managing the invoicing process, ensuring timely receipt of payments, and maintaining accurate customer records. They will also collaborate with various departments to resolve billing issues and improve overall efficiency. This position reports to the Accounting Supervisor and plays a key role in the overall financial success of the company.
Essential Functions and Responsibilities:
- Update and maintain the customer master file with accurate information.
- Review all customer and invoice details to ensure accuracy.
- Issue invoices to customers through various channels such as mail, portals, or other applicable methods.
- Promptly resolves client payment discrepancies by communicating with customer and project manager and accounts for valid deductions by entering adjusting entries.
- Maintain comprehensive customer files, including job sheets, expenses, invoices, and exemption certificates.
- Track and manage job costs effectively.
- Obtain necessary approvals for job cost reductions or credits requested by project managers.
- Accurately determine tax status for each job, collect required exemption forms or tax, and prepare tax reports accordingly.
- Collaborate with Project Managers to obtain purchase orders.
- Establish and maintain positive relationships with customers' relevant representatives, such as purchasing agents and accounts payable departments.
- Resolve collections issues by reviewing customer payment terms and history, coordinating with Project Managers, and consulting with customers' purchasing and accounts payable departments.
- Track all collection efforts and escalate unresolved issues to the Accounting Supervisor.
- Continuously update job knowledge by participating in educational opportunities as provided.
- Compiles relevant data on jobs, billings, receivables, costs, etc. and generates timely reports for management review.
Functional Requirements:
- Adhere to established accounting department procedures and protocols and assist in updating them when necessary.
- Deliver accurate and timely work products.
- Maintain excellent communication and relationships with other departments to facilitate the Billing/Accounts Receivable functions, promptly resolving any problems or disagreements.
- Respect the lines of communication between departments, seeking supervisor guidance before initiating changes to policies or procedures.
- Identify processes that can be improved to enhance efficiency or effectiveness and make recommendations to the Accounting Supervisor.
- Clearly understand and implement instructions and corrections, promptly communicating any concerns to the Accounting Supervisor.
- Utilize critical thinking skills and knowledge to overcome challenges, seeking assistance and incorporating new knowledge when necessary.
- Prioritize tasks based on efficiency and the needs of other departments.
- Meet assigned objective or subjective assessment criteria.
- Always maintains professionalism and always keeps the company goals and priorities in mind.
Education and Experience:
- High school diploma or equivalent required; an AS or BS in accounting or related field preferred.
- A minimum of five years of full-time experience in Accounts Receiveable or an equivalent combination of part-time experience.
- Industry-specific experience in construction and/or job costing is preferred but not required.
Physical Requirements:
- Required to stand, or walk, or sit, talk, and hear for extended periods.
- Ability to operate a keyboard, telephone, and other standard office equipment.
- Occasionally lifts to 10 lbs.
