Vaco Recruiter Services
Senior Accounts Receivable Specialist
Vaco Recruiter Services, Largo, Florida, United States, 34640
Position Overview: We’re partnering with a growing construction firm seeking a detail-orientedAccounts Receivable Specialist to lead the AR & Collections process. This individual will own the end-to-end receivables process- from accurate invoicing to timely collection of large-dollar invoices. The ideal candidate is a strong communicator, both with customers and internal teams, and thrives in a fast-paced, collaborative environment. This role requires a professional who is execution-focused, organized and committed to driving results while maintaining strong relationships with clients and colleagues.
Key Responsibilities:
Invoicing & Client Correspondence:
Prepare and issue accurate and timely invoices to customers. Coordinate with the Project Admin team to ensure all required supplemental documentation is included with invoices. Maintain and manage all client files related to setup, payment structure, billing requirements, and any other applicable data points. Regularly communicate with customers via phone, email, or in person to resolve payment issues, answer billing questions, and provide necessary documentation.
Accounts Management & Collections:
Monitor and reconcile customer accounts, ensuring payments are applied correctly and discrepancies are resolved in a timely manner. Follow up on overdue accounts, generate and review aging reports to track outstanding balances, and initiate collection efforts such as sending reminders and negotiating payment plans, while protecting company cash flow. Partner with operations, sales and project teams to clarify billing details and resolve issues quickly. Escalate overdue accounts appropriately while maintaining professionalism. Ensure compliance with relevant financial regulations and company policies in all accounts receivable activities.
Reporting & Documentation:
Maintain detailed and accurate records of invoices, payments, and customer interactions in the company’s financial systems. Manage and maintain all supporting documentation related to invoicing and payments in the company directory. Prepare and submit regular reports on receivables, including collection status, outstanding balances, and cash flow projections for management. Manage the company’s AR email inbox, ensuring all correspondence is responded to and organized effectively.
Cash Forecasting & Reporting
Prepare and maintain (daily) the weekly cash collection forecast aligned with company goals. Track actual collections versus forecast and provide variance explanations. Deposit checks for invoice payments and record payments for check deposits and ACH payments within the company’s accounting system. Highlight risks and opportunities that impact short-term and long-term cash flow. Provide updates to management on collection status, risks and trends.
Contract Coordination:
Review project contracts to understand billing requirements and ensure invoices are submitted correctly to prevent payment delays. Coordinate with relevant teams to ensure compliance with contract terms and billing accuracy.
Process Ownership & Improvement
Manage AR lifecycle from billing through collection. Monitor accounts to identify delinquent payments and recommend solutions. Contribute to process improvements that enhance efficiency, accuracy and cash velocity. Perform other duties as assigned related to accounts receivable and financial management.
Qualifications:
Minimum of 7+ years of Accounts Receivable, billing and collections experience (construction or project-based industry preferred). Demonstrated ability to manage multiple accounts and maintain accuracy while handling a high volume of transactions. Strong communication skills, with the ability to interact confidently with both internal teams and external clients. Proficiency in Microsoft Excel and experience with accounting software such as NetSuite; familiarity with Cityworks and Municipal pay apps is preferred. Experience working with municipalities and/or within the construction industry is a strong plus. Self-starter with strong time management and organizational skills. Ability to investigate and resolve billing discrepancies in a timely manner. Ability to manage multiple priorities, meet deadlines, and work independently while thriving in a team environment.
Desired Attributes
Strong problem solving and negotiation skills Professional, customer-oriented approach with persistence in achieving results. Ownership mindset with accountability for outcomes.
Benefits:
Competitive Compensation Health/ Dental/ Vision/ Life/ 401k matching Paid time off and company holidays Opportunities for professional development and growth
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Key Responsibilities:
Invoicing & Client Correspondence:
Prepare and issue accurate and timely invoices to customers. Coordinate with the Project Admin team to ensure all required supplemental documentation is included with invoices. Maintain and manage all client files related to setup, payment structure, billing requirements, and any other applicable data points. Regularly communicate with customers via phone, email, or in person to resolve payment issues, answer billing questions, and provide necessary documentation.
Accounts Management & Collections:
Monitor and reconcile customer accounts, ensuring payments are applied correctly and discrepancies are resolved in a timely manner. Follow up on overdue accounts, generate and review aging reports to track outstanding balances, and initiate collection efforts such as sending reminders and negotiating payment plans, while protecting company cash flow. Partner with operations, sales and project teams to clarify billing details and resolve issues quickly. Escalate overdue accounts appropriately while maintaining professionalism. Ensure compliance with relevant financial regulations and company policies in all accounts receivable activities.
Reporting & Documentation:
Maintain detailed and accurate records of invoices, payments, and customer interactions in the company’s financial systems. Manage and maintain all supporting documentation related to invoicing and payments in the company directory. Prepare and submit regular reports on receivables, including collection status, outstanding balances, and cash flow projections for management. Manage the company’s AR email inbox, ensuring all correspondence is responded to and organized effectively.
Cash Forecasting & Reporting
Prepare and maintain (daily) the weekly cash collection forecast aligned with company goals. Track actual collections versus forecast and provide variance explanations. Deposit checks for invoice payments and record payments for check deposits and ACH payments within the company’s accounting system. Highlight risks and opportunities that impact short-term and long-term cash flow. Provide updates to management on collection status, risks and trends.
Contract Coordination:
Review project contracts to understand billing requirements and ensure invoices are submitted correctly to prevent payment delays. Coordinate with relevant teams to ensure compliance with contract terms and billing accuracy.
Process Ownership & Improvement
Manage AR lifecycle from billing through collection. Monitor accounts to identify delinquent payments and recommend solutions. Contribute to process improvements that enhance efficiency, accuracy and cash velocity. Perform other duties as assigned related to accounts receivable and financial management.
Qualifications:
Minimum of 7+ years of Accounts Receivable, billing and collections experience (construction or project-based industry preferred). Demonstrated ability to manage multiple accounts and maintain accuracy while handling a high volume of transactions. Strong communication skills, with the ability to interact confidently with both internal teams and external clients. Proficiency in Microsoft Excel and experience with accounting software such as NetSuite; familiarity with Cityworks and Municipal pay apps is preferred. Experience working with municipalities and/or within the construction industry is a strong plus. Self-starter with strong time management and organizational skills. Ability to investigate and resolve billing discrepancies in a timely manner. Ability to manage multiple priorities, meet deadlines, and work independently while thriving in a team environment.
Desired Attributes
Strong problem solving and negotiation skills Professional, customer-oriented approach with persistence in achieving results. Ownership mindset with accountability for outcomes.
Benefits:
Competitive Compensation Health/ Dental/ Vision/ Life/ 401k matching Paid time off and company holidays Opportunities for professional development and growth
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