Our client is seeking a highly organized, dependable, and detail-oriented AP/AR Billing Specialist to manage customer billing, accounts receivable, accounts payable, and purchasing support activities.
This is a hands-on position that plays a critical role in maintaining cash flow, ensuring vendors are paid accurately and on time, and supporting project teams with billing and documentation. The ideal candidate thrives in a fast-paced environment, takes ownership of their work, and can independently manage multiple priorities while maintaining exceptional accuracy.
Key Responsibilities
Accounts Receivable & Billing
- Prepare and submit customer invoices accurately and on schedule, including progress billings for construction projects.
- Track contract balances, retainage, and approved change orders.
- Prepare billing packages, including lien waivers, schedules of values, and supporting documentation.
- Monitor accounts receivable aging and actively follow up on outstanding balances.
- Apply customer payments, investigate short payments, and resolve billing discrepancies.
- Maintain organized and up-to-date customer billing records and job files.
Accounts Payable
- Review, code, and enter vendor and subcontractor invoices.
- Verify invoices against purchase orders, delivery tickets, and job cost information.
- Collect and maintain subcontractor compliance documentation, including W-9s, certificates of insurance, and lien waivers.
- Prepare and process vendor payment runs according to established schedules.
- Respond to vendor inquiries regarding invoices, statements, and payment status.
- Reconcile vendor statements and resolve any discrepancies.
Purchasing Support
- Create, process, and track purchase orders.
- Follow up on delayed or outstanding deliveries and vendor commitments.
- Maintain accurate purchasing records tied to the appropriate projects.
Reporting & Recordkeeping
- Maintain accurate financial records and supporting documentation.
- Assist with month-end close activities, including AP/AR schedules and account reconciliations.
- Prepare aging reports and other management reports as required.
- Support process improvements that increase efficiency and accuracy.
Communication & Coordination
- Partner with project managers and field personnel to obtain billing approvals and project documentation.
- Serve as the primary point of contact for customers and vendors regarding billing and payment matters.
- Escalate significant billing, collection, or payment issues to management when necessary.
Qualifications
- 5+ years of experience in accounts payable, accounts receivable, billing, or a related accounting function.
- Construction, contracting, or project-based billing experience strongly preferred.
- Experience with QuickBooks or similar accounting software.
- Strong Microsoft Excel skills, including formulas, lookups, and reconciliations.
- Knowledge of progress billing, retainage, certificates of insurance, and lien waivers is highly desirable.
- Excellent attention to detail and accuracy.
- Strong organizational and time-management skills.
- Professional verbal and written communication skills.
- Ability to work independently and manage multiple deadlines.
- High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, or a related field preferred.
What We're Looking For
The successful candidate will be:
- Dependable and reliable
- Highly organized and detail-oriented
- Proactive in managing collections and payables
- A strong problem solver who can identify and resolve discrepancies
- Comfortable communicating with customers, vendors, project managers, and leadership
- Accountable and able to work with minimal supervision
- Adaptable and eager to learn new processes and systems
- A collaborative team player who supports both office and field operations
What Success Looks Like
You will be successful in this role when:
- Customer invoices are accurate and submitted on time.
- Receivables are collected efficiently with minimal management involvement.
- Vendors and subcontractors are paid accurately and on schedule.
- Financial records are organized, complete, and ready for month-end close.
- Billing and payment issues are resolved quickly and professionally.
- You become a trusted resource who helps maintain strong cash flow and support the overall success of the business.
If you are a detail-oriented accounting professional who enjoys taking ownership of the billing and payables process and working in a project-based environment, we encourage you to apply.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.