Job Description

Accounts Receivable & Billing Specialist

Reports to Controller / Chief Financial Officer

About Your Role

As an Accounts Receivable & Billing Specialist, you will manage billing, invoicing, collections, customer account administration, and cash application. You’ll help ensure that customers are billed accurately, receivables are collected professionally, and account records stay clean and current.

Additionally, you’ll work closely with Sales, Project Managers, Operations, Finance, and customers to support a high-volume, project-based billing environment across event rental operations and emergency response deployments.

What’s a Typical Day Look Like?

Your day may include generating invoices, reviewing contracts and rental agreements, applying customer payments, researching account discrepancies, following up on past-due invoices, and preparing AR aging or collections updates. You’ll collaborate with Sales, Project Managers, Operations, customers, and Finance to resolve billing questions and protect company cash flow. By the end of the day, you’ll likely be updating collection notes, reconciling accounts, preparing reports, and moving invoices or disputes toward resolution.

What You'll Do

Your duties include, but are not limited to:

Billing: Generate accurate and timely customer invoices, including progress billings, final billings, change order billings, credits, adjustments, and invoice revisions.

Documentation Review: Review contracts, rental agreements, project documentation, work orders, rates, quantities, rental periods, transportation charges, labor charges, and miscellaneous fees for billing accuracy.

Accounts Receivable: Monitor customer accounts, maintain accurate receivable records, reconcile customer accounts, and investigate discrepancies.

Cash Application: Apply cash receipts, ACH payments, wires, credit card payments, and related customer payment activity accurately and timely.

Collections: Prepare AR aging information, follow up on past-due invoices, document collection activity, and escalate delinquent accounts when needed.

Customer Support: Serve as a primary contact for billing inquiries, resolve invoice disputes professionally, and coordinate supporting documentation with Sales and Operations.

Cash Flow Support: Assist the Controller and CFO with cash forecasting, collection status updates on major accounts, DSO reduction efforts, and collection risk identification.

Reporting & Analysis: Maintain detailed AR records, prepare AR aging and collections reports, assist with month-end close, and support audits and financial reviews.

Compliance Support: Ensure invoices comply with customer, project, and government contract requirements when applicable.

What We’re Looking For

We’re seeking a detail-oriented, customer-focused finance professional with strong billing, collections, account reconciliation, and communication skills.

Experience: Experience in billing, accounts receivable, collections, customer account administration, or a related finance role, preferably in a high-volume, project-based environment.

Education: Associate’s degree in Accounting, Finance, Business Administration, or a related field required; Bachelor’s degree preferred. Relevant work experience may be considered in lieu of formal education.

Billing Knowledge: Experience with project billing, progress billing, milestone billing, change order billing, invoice revisions, credits, and supporting documentation.

Collections Skills: Ability to manage past-due accounts professionally, resolve disputes, document collection activity, and protect customer relationships while improving cash flow.

Systems Knowledge: Experience with QuickBooks Online Advanced, Microsoft Excel, Outlook, Teams, Adobe Acrobat, HubSpot CRM, rental software, or ERP systems preferred.

Communication: Excellent customer service, written communication, negotiation, and follow-up skills.

Analytical Skills: Strong attention to detail, account reconciliation ability, problem-solving skills, and comfort working with AR aging and collections metrics.

Industry Knowledge: Experience in event rental, tent rental, emergency response, disaster recovery, construction, logistics, transportation, government contracting, or equipment rental strongly preferred.

Certifications: Certified Professional Bookkeeper, QuickBooks Online Certification, IOFM certifications, or similar credentials preferred.

What We Offer

Compensation: Competitive salary commensurate with experience

Pay Cycles: Weekly pay, processed every Monday

Retirement: 401(k) plan with employer matching upon eligibility

Healthcare: Medical, dental, and vision coverage available

Life Insurance: Group life insurance available (if eligible)

Time Off: Flexible PTO policy with paid holidays

Equal Opportunity

We are committed to providing equal employment opportunities (EEO) to all candidates, without discrimination based on race, religion, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local laws, including Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA).

Important Note

Applicants must be legally eligible to work in the United States. Proof of work authorization will be required upon hire.

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