Accounts Receivable Specialist

Job Overview The Accounts Receivable & Job Billing Specialist owns the financial lifecycle of customer jobs at Phasr Industries—from purchase order acceptance through final billing, unexpected change orders, payment, tax compliance, and closeout. This role ensures invoices are accurate, compliant, accepted by customers, and paid on time, while coordinating closely with Sales, Project Management, external CPAs, and tax platforms. This position requires strong ownership, attention to detail, and the ability to manage multiple active jobs across different states, customers, and billing structures. Core Responsibilities Job Setup, Purchase Order Review & Compliance Review accepted purchase orders and customer agreements to determine billing structure, tax requirements, and documentation obligations Identify job delivery locations and applicable state and local sales tax requirements Confirm whether sales tax is required, customer‑exempt, or customer‑provided based on PO terms Verify and maintain customer tax‑exempt documentation Confirm Phasr's sales tax registration status by state prior to invoicing Coordinate with external CPAs and tax platform (Avalara) to register Phasr in new states as needed Ensure sales tax is accurately calculated, collected, tracked, and remitted on required monthly or quarterly schedules Payment Terms & Billing Structure Determine customer‑specific payment terms based on PO terms, job size, and agreement details Set up billing schedules for progress payments tied to contract milestones Collaborate with Sales to clarify contract language, billing triggers, and customer expectations Maintain accurate job‑level billing setups in QuickBooks Progress Billing & Project Coordination Maintain close communication with Project Managers to track material procurement and job progress Confirm invoice readiness based on project status and customer acceptance requirements Prepare and issue compliant invoices aligned to customer‑specific terms and formats Submit invoices through QuickBooks, customer invoicing portals, or designated email channels Ensure all change orders, taxes, and adjustments are properly reflected in invoices Documentation, Waivers & Customer Requirements Review purchase orders for waiver or documentation requirements tied to invoicing and payment Prepare and submit required lien waivers with invoices when applicable Track waiver requirements tied to payments received and ensure follow‑up compliance Maintain organized job documentation including billing history, waivers, change orders, and correspondence Final Billing, Shipping & Closeout Prepare and issue final invoices upon job completion Create packing slips for final shipments when required Ensure all progress billing, change orders, taxes, and adjustments are complete prior to closeout Confirm final documentation is complete and accurately filed Accounts Receivable, Collections & Cash Application Track invoice due dates based on customer terms (Net 30, 45, 60, 90, or custom) Monitor invoice and payment status in customer portals Send reminders and follow up on overdue balances (QuickBooks automation and direct outreach) Partner with Sales and Project Managers when customer assistance or escalation is needed Coordinate payment methods (check, ACH, wire, etc.) and confirm receipt Record payments accurately in QuickBooks and internal tracking spreadsheets Deposit funds and reconcile AR activity to bank records Reporting & Commission Support Maintain clean and accurate AR aging Provide job‑level billing and receivable status updates to leadership Track commissionable payments and support commission reporting Support audits and reviews with billing, AR, and tax documentation Required Qualifications 3+ years of accounts receivable, job billing, or project‑based accounting experience Strong understanding of progress billing, payment terms, and collections Practical experience with multi‑state sales tax compliance and exemptions Experience using QuickBooks and Excel High attention to detail with strong organizational and follow‑through skills Clear, professional communication with internal teams and customers Preferred Qualifications Manufacturing, construction, or project‑based B2B experience Experience with Avalara or similar tax automation platforms Experience working with external CPAs and tax advisors Familiarity with invoicing portals, lien waivers, and compliance documentation

Pay:

$59,146.44 - $71,230.13 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person