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Billing and Collections Coordinator

2 months ago

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

Position Summary
The Accounts Receivable Administrator is responsible for the management and upkeep of receivables records, ensuring accuracy and compliance with company policies.

Key Responsibilities

  • Input service requests into the accounting system and maintain precise documentation.
  • Conduct weekly reviews of accounts receivable, initiate collection processes, 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 organization tasks, while supporting various projects as needed.
  • Coordinate time transfers between payroll systems with the Payroll Manager.
  • Verify employee sick and vacation time and maintain accurate attendance records.
  • Support payroll functions across multiple systems and generate payroll reports as requested.
  • Assist in the maintenance of employee files and train new hires on accounts receivable and payroll procedures.
  • Work with supervisors to promptly address any missed daily time entries.
  • Develop strategies to enhance debt recovery while maintaining strong client relationships.
  • Keep client records updated for invoicing and payment processing.
  • Generate monthly reports on Proof of Concept (POC) and Work in Progress (WIP) for management review.
  • Complete tracking sheets for subcontractors and suppliers, ensuring lien waivers are secured.
  • Establish and implement billing policies and procedures in line with regulations.
  • Perform duties related to project administration, including document management, gathering submissions, and maintaining equipment logs.

Qualifications
  • Strong understanding of fundamental accounting principles.
  • Proficient in Microsoft Office Suite; experience with SAGE 100 is advantageous.
  • Excellent organizational skills, capable of multitasking and managing time effectively.
  • Outstanding written and verbal communication abilities.
  • Strong interpersonal skills, able to work both independently and collaboratively.
  • Willingness 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 equivalent experience in accounts payable or accounting.
  • Bilingual in Spanish or Portuguese is a plus.


Work Environment
This position operates in a professional office setting, utilizing standard office equipment. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Physical Requirements
The role requires frequent sitting, standing, talking, and listening. The ability to occasionally lift office supplies up to 20 pounds is necessary.

Position Type
This is a full-time role with standard working hours from Monday to Friday.