Job Description
Job Description
Accounts Receivable
• Prepare and send all Service and Install customer invoices (via email, portal, or USPS) with a 48-hour turnaround
• Upload invoices to customer portals and resolve portal issues as needed
• Upload invoices and communicate with vendor portals
• Produce customer statements by the 15th of each month and review with Service and Install Managers for accuracy
• Collect on accounts by sending reminders, communicating with customers, and reviewing payment plans and history
• Prepare weekly Collection Report Statement for CFO review, detailing communication, promised pay dates, and outstanding balances
• Maintain customer files including credit applications, communications, payments, equipment lists, and service agreements
• Create and distribute weekly No Service List for customers exceeding credit limits or with balances over 90 days
• Produce weekly Invoice Report summarizing work orders received and invoices sent.
• Generate lien waivers for projects as required
• Enter and apply customer credits after approval by Department Manager and CFO
• Create and maintain AIA schedule of values and progress billings with Install Manager
• Maintain digital records of all invoices, work orders, and related documents
• Make courtesy calls to service customers, update call logs, and ensure customer contact information is current
• Reconcile AR subledger to the general ledger and prepare month-end AR reports
• Assist with preparing financial documentation required for audits or bonding
Payroll Support
• Assist with weekly payroll preparation, including time entry verification and reporting
• Ensure payroll accuracy and compliance with company policies and labor regulations
• Provide backup support for other accounting and administrative functions
• Support HR processes as needed, including employee recordkeeping
• Maintain employee payroll files and ensure confidentiality of sensitive employee data.
• Prepare payroll-related journal entries and assist with month-end close as needed
Qualifications
• High school diploma required; Bachelor’s or Associate’s Degree in Accounting, Finance, or related filed strongly preferred
• 2+ years of experience in accounts receivable, billing, or payroll (HVAC/R or construction industry experience preferred)
• Proficiency in accounting software and Microsoft Office (Excel, Word, Outlook); familiarity with QuickBooks, Sage, or similar platforms a plus
• Experience using payroll processing systems (e.g., ADP, Paychex, Paylocity, etc.) required; familiarity with ADP TotalSource a plus
• Strong knowledge of payroll processes and general accounting principles
• Excellent phone and customer service skills with the ability to build and maintain positive relationships
• Highly organized, detail-oriented, and able to meet deadlines in a fast-paced environment
• Ability to read and interpret work orders, service agreements, and project billing requirements
• Knowledge of AIA billing and lien waiver processing preferred
• Team-oriented with willingness to assist in other accounting functions as needed
• Ability to analyze aging reports, identify collection risks, and recommend corrective action.
• Strong written communication skills for preparing collection notices, customer correspondence, and internal reports
• Familiarity with ERP or integrated job-costing systems common in the HVAC/R or construction industries preferred