Job Description
Job Description
Summary
The Accounts Receivable/Payroll Specialist is responsible for managing customer billing, collections, payroll processing, and related accounting functions. This role reports directly to the CFO and works closely with our other departments to ensure accurate invoicing, timely collections, and efficient payroll operations. The ideal candidate will have strong organizational skills, excellent communication abilities, and a detail-oriented approach to accounting and customer service.
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
Duties & Responsibilities
- Accounts Receivable
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- 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
Physical Demands & Environmental Conditions
- Regularly required to stand, walk, sit, use hands, reach with hands and arms, speak, and listen
- Occasionally required to climb or balance, stoop, kneel, crouch, or crawl
- Occasionally lift and/or move heavy items
- Have vision abilities to include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus
- Must have functional vision, hearing, and speech sufficient to conduct business face-to-face and over the phone