Accounts Receivable and collections

Accounts Receivable Specialist

We are seeking a detail-oriented and customer-focused Accounts Receivable Specialist to take full ownership of billing, invoicing, collections, and associated administrative processes. You will serve as the primary point of contact for all AR matters, ensuring accurate billing, timely collections, excellent communication with customers, and legal follow-up as needed. This role replaces two current positions and will streamline and improve receivables process with greater reliability, responsiveness, and service.

Key Responsibilities :

Invoicing & Billing

Issue invoices in accordance with job milestones (deposit, mid-point, completion, touch-ups) as defined by customer category (A / B / C).

Ensure signed proposals are received before issuing deposit invoices.

Coordinate with site managers and the estimates team to trigger accurate invoicing.

Manage bank billing for commercial properties (AIAs, draw schedules, etc.).

Accounts Receivable Management

Monitor AR ageing and maintain an up-to-date AR dashboard (as per KPIs in the Dashboard).

Track overdue payments, flag risks, and escalate critical items (e.g., >

90 days).

Ensure the company maintains a minimum account float of $100,000 at all times.

Deposit and allocate cheques / payments as received.

Collections & Legal Follow-up

Establish and manage a proactive collections system, aligned with customer categorisation and payment terms.

Draft legal reminder letters and follow up professionally on unpaid balances.

Liaise with legal advisors when necessary.

Customer Service

Respond promptly and professionally to customer billing queries via email and phone.

Maintain a strong service ethos "Service Above Expectations."

Support relationship management through accurate, timely, and courteous communication.

Documentation & Compliance

Ensure full documentation is maintained and accessible for every account.

Coordinate and archive billing documents, customer communications, and