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Accounts Receivable Specialist

2 months ago

Newark, New Jersey, United States Haddad Plumbing & Heating Full time
Job Overview

Position Summary
The Accounts Receivable Specialist is responsible for managing and maintaining financial records related to accounts receivable.

Key Responsibilities

  • Enter service requests into accounting software and ensure accurate record-keeping.
  • Conduct weekly reviews of accounts receivable, initiate collection efforts, and foster positive relationships with clients.
  • Prepare monthly billing requisitions and generate client lists for Project Managers.
  • Maintain logs for change orders and track activities of subcontractors and suppliers, ensuring lien waivers are obtained.
  • Assist with filing, scanning, and organizing documentation, as well as supporting various projects as needed.
  • Coordinate time tracking between payroll systems with the Payroll Manager.
  • Verify employee sick and vacation time in the payroll system for those not clocked in, and maintain attendance records.
  • Support payroll operations across different systems and prepare payroll reports as requested.
  • Help maintain employee records and train new hires on accounts receivable and payroll procedures.
  • Work with supervisors to address any missed daily time entries in a timely manner.
  • Develop strategies to enhance debt recovery while ensuring positive client interactions.
  • Maintain accurate client records for invoicing and payment processing.
  • Generate monthly reports on Proof of Concept (POC) and Work in Progress (WIP) for management and Project Managers.
  • Complete tracking sheets for subcontractors and suppliers, ensuring lien waivers are collected.
  • Establish and implement billing policies and procedures in accordance with relevant regulations.
  • Perform duties related to project administration, including document management, collecting submittals and RFIs, field note documentation, change order creation, equipment log maintenance, payment assistance, and issuing purchase orders.

Required Qualifications

  • Solid understanding of fundamental accounting principles.
  • Proficient in Microsoft Office Suite; experience with SAGE 100 is advantageous.
  • Strong organizational capabilities, including multitasking and effective time management.
  • Excellent written and verbal communication skills.
  • Strong interpersonal abilities; able to work both independently and as part of a team.
  • Motivated to learn and grow within the organization.
  • High attention to detail and ability to quickly absorb new information.
  • Reliable and punctual.

Preferred Qualifications

  • Associate's degree in accounting or one year of relevant accounts payable or accounting experience, or a combination of education and experience.
  • Bilingual in Spanish or Portuguese is a plus.

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