Accounts Receivable Specialist - Construction Billing and Administrative Support

GutterGuys Company, Inc. is seeking a strong Accounts Receivable Specialist to support billing, collections, cash application, and administrative operations in a growing construction environment. This role will work heavily in JobNimbus and QuickBooks Online and will help keep customer accounts, invoicing, and payment follow-up organized and current as the company expands. This is not an entry-level office position. We are looking for someone who can take ownership of day-to-day A/R tasks, stay on top of collections, keep detailed account notes, and help reduce billing bottlenecks and aging issues without requiring constant oversight. Key responsibilities include customer invoicing, collections, payment posting, progress billing support, aging follow-up, account reconciliation, JobNimbus and QuickBooks accuracy, and limited A/P and administrative support. Preferred candidates will have construction billing experience, strong collections skills, QuickBooks Online experience, and the ability to stay organized in a fast-paced environment. Job Description The Accounts Receivable Specialist is responsible for day-to-day accounts receivable operations within a construction environment, with a strong focus on customer billing, collections, payment application, job status follow-up, and system accuracy between JobNimbus and QuickBooks Online. This person will also provide limited accounts payable and administrative support as needed. The ideal candidate is organized, proactive, detail-oriented, and comfortable owning daily follow-up tasks without constant direction. This role should reduce billing bottlenecks, improve collections consistency, maintain clean account documentation, and support office operations as the company grows and adds locations. Core Duties and Responsibilities Accounts Receivable - Full Cycle Construction Support Manage day-to-day accounts receivable from invoice creation and delivery through final payment application and collection follow-up. Create, review, and convert estimates to invoices in JobNimbus and ensure proper syncing into QuickBooks Online Prepare progress billings and Schedule of Values billing support for commercial projects, as assigned. Track contract balances, open invoices, deposits, retainage, change orders, and customer account status. Post and apply customer payments accurately in QuickBooks Online, including checks, ACH, card payments, and deposits received by mail or phone. Monitor aging reports and actively follow up on past-due balances with customers on a consistent schedule. Handle delinquent accounts professionally and persistently, including escalation to leadership when needed. Identify and resolve missing invoices, duplicate invoices, unapplied payments, credit balances, and billing discrepancies. Review completed jobs to help ensure work has been billed and no revenue is left sitting un-invoiced. Coordinate with sales and operations to resolve billing questions, invoice timing issues, and customer payment delays. Maintain detailed account notes in QuickBooks Online and or JobNimbus documenting communication history, payment commitments, next steps, and account status. JobNimbus and QuickBooks Online Responsibilities Maintain accurate customer, job, estimate, invoice, and payment records in JobNimbus. Ensure invoice statuses in JobNimbus support accurate reporting and proper syncing behavior. Audit records between JobNimbus and QuickBooks Online to identify inconsistencies and correct them timely. Assist in keeping CRM and accounting records aligned so the company has better visibility into open balances and job billing status. Collections and Cash Flow Support Run weekly aging reports and communicate outstanding balances to the appropriate internal contacts. Follow up on collection accounts with a sense of urgency while keeping communication professional and well documented. Help separate true delinquent balances from approved retainage, timing delays, and unresolved billing issues. Assist leadership by keeping collection efforts organized, visible, and current rather than reactive. Accounts Payable and Administrative Support Enter approved vendor invoices and assist with basic accounts payable processing as directed. Print approved checks, attach documentation, and maintain organized payable records. Support filing, mail handling, scanning, payment processing, and general administrative follow-up. Assist with phone coverage, customer communication, and routine office coordination when needed. Help maintain administrative consistency as additional company locations are added. General Expectations Work with a high level of accountability, follow-through, and attention to detail. Communicate issues early rather than allowing billing or collection problems to sit unresolved. Follow company procedures and internal controls. Maintain confidentiality of company, employee, and customer information. Look for inefficiencies and opportunities to improve A/R and office processes. Preferred Qualifications 3 or more years of accounts receivable, billing, collections, or construction office experience. Construction industry experience strongly preferred. Experience with progress billing, Schedule of Values, retainage, and commercial billing workflows preferred. Hands-on experience with QuickBooks Online required; JobNimbus experience strongly preferred. Ability to manage multiple accounts, deadlines, and follow-up items at once. Strong written and verbal communication skills with customers and internal staff. Comfortable working in a fast-paced environment that requires initiative and independent follow-through Role Boundaries To preserve a clear internal structure, this role is not intended to own the following functions: Payroll processing or payroll oversight Workers comp reporting Employee tax filings or quarterly tax compliance Bank reconciliations Month-end close ownership Financial reporting or controller-level decision making Full multi-location accounting oversight Final authority on accounting policy or exception handling

Pay:

$62,000.00 - $72,000.00 per year

Benefits:

401(k) Health insurance Paid sick time Paid time off

Work Location:

In person