Projects & Accounts Receivable Specialist North American Fire Protection Palm Coast, FL Full Time | In Office About the Position North American Fire Protection is looking for an experienced, highly organized Projects & Accounts Receivable Specialist to join our Palm Coast team. This is not a traditional data entry or collections only AR position. This role sits at the intersection of Accounting, Project Management and Operations and is responsible for helping manage the financial and administrative lifecycle of our commercial construction projects. You will own project billing and pay applications, accounts receivable, collections, lien documentation, change order administration, subcontract administration and project contract records. If you have worked in commercial construction and understand pay applications, schedules of values, retainage, lien waivers and change orders, we want to hear from you. What You'll Do Project Billing & Accounts Receivable Prepare and submit monthly project pay applications accurately and on time Manage billing through Excel based forms, Procore, Textura, GC Pay and other customer platforms Coordinate with Project Managers on percent complete, stored materials, approved change orders and monthly billing Maintain project billing schedules and ensure deadlines are met Track pay applications from submission through approval and payment Monitor AR aging and actively follow up with customers regarding outstanding payments Investigate and resolve payment discrepancies, short payments, retainage issues and billing questions Track retainage and ensure final billings are submitted and collected Reconcile accounts receivable with the company's master project billing report Change Orders & Contracts Maintain and own the company's master change order log Track change orders from submission through approval, contract modification, billing and collection Follow up with Project Managers and customers on outstanding change order approvals Identify unapproved or unbilled change orders and drive them toward resolution Maintain project contracts, supplemental agreements, task work orders, amendments and related documentation Review contracts for billing requirements, payment terms, retainage, deadlines and required documentation Ensure approved contract modifications are accurately reflected in project and billing records Lien Waivers & Payment Documentation Prepare and submit North American Fire Protection lien waivers Request, collect and track subcontractor lien waivers Coordinate supplier lien waivers and supporting payment documentation Assist with Notices to Owner, Notices of Furnishing, final releases and similar project payment documentation Track documentation and deadlines necessary to protect company lien rights Subcontract Administration Prepare and coordinate subcontract agreements using company templates Track subcontracts through review and execution Maintain subcontract agreements, amendments and change orders Coordinate with Project Managers and Operations regarding subcontract documentation Maintain organized and complete subcontract files Follow up on outstanding agreements and required documentation until complete Accounting & Project Support Work with Accounting on monthly supplier schedules required for project billing Research and resolve differences between project billing and accounting records Provide accurate billing, collection and outstanding AR information for month end reporting Assist with contractor licensing applications and renewals Assist with project permitting and required documentation Coordinate with Project Managers, customers, general contractors, subcontractors, suppliers and internal departments to keep financial and contractual items moving Who We're Looking For We are looking for someone who takes ownership and follows through. You should be comfortable managing multiple projects and deadlines at once, following up repeatedly when necessary and communicating directly with customers, general contractors, Project Managers and subcontractors. The right person doesn't wait until an issue becomes a problem. You identify what is missing, determine who needs to provide it and follow through until it is resolved. Preferred Qualifications 3+ years of experience in construction accounts receivable, project accounting, construction administration, contract administration or a related position Commercial construction or specialty subcontractor experience strongly preferred Fire protection industry experience is a plus Experience preparing construction pay applications Knowledge of schedules of values, retainage, lien waivers, change orders and progress billing Experience with Procore, Textura, GC Pay or similar construction billing platforms Strong Microsoft Excel skills Ability to read and understand contract billing and payment requirements Strong organizational and document management skills Excellent written and verbal communication skills Strong attention to detail Ability to prioritize and manage multiple deadlines without constant supervision You'll Be Successful Here If You Are Persistent. You don't send one email and consider the task complete. Organized. You can manage billing requirements and documentation across multiple active construction projects. Detail Oriented. Contract values, change orders, billing and lien documentation have to be right. Proactive. You identify problems before they affect billing or cash flow. Comfortable Following Up. You aren't afraid to call a customer about an overdue payment or remind a Project Manager that you still need information. Accountable. When something falls within your area of responsibility, you own it through completion. About North American Fire Protection North American Fire Protection is a national design build fire sprinkler contractor specializing in complex commercial and industrial fire protection systems. We provide design, fabrication and installation of fire suppression systems for projects throughout the United States with particular expertise in cold storage, food processing, manufacturing, distribution, pharmaceutical, data center and mission critical facilities. We take pride in being Easy to Do Business With and believe strong projects are built through communication, accountability and partnership. Built to Protect. People, Projects and Commitments. North American Fire Protection is an Equal Opportunity Employer.

No Agency Solicitation:

North American Fire Protection does not accept unsolicited resumes or candidate submissions from staffing agencies, recruiters or search firms. Please do not contact company employees regarding this position. Any unsolicited resumes submitted without a current written agreement with North American Fire Protection will be considered the property of North American Fire Protection and no placement fee will be paid.

Job Type:

Full-time Pay:

$23.00 - $29.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid sick time Paid time off Professional development assistance Referral program Retirement plan Vision insurance

Physical Setting:

Office Application Question(s): Do you have experience preparing and submitting construction pay applications or progress billings? Which of the following have you personally worked with?

List all that apply:

AIA style pay applications Schedule of Values (SOV) Retainage Conditional/unconditional lien waivers Notices to Owner / Notices of Furnishing Change orders Subcontract agreements None of the above Which construction billing or project management platforms have you used? This is a full time, in office position at our Palm Coast, Florida facility. Are you able to reliably work from this location Monday through Friday?

Education:

Associate (Required)

Experience:

Accounting:

2 years (Required) accounts receivable or project billing in construction: 3 years (Required)

License/Certification:

Driver's License (Required) Ability to

Commute:

Palm Coast, FL 32137 (Required)

Work Location:

In person