The Billing/AP Associate position provides accurate billing to clients, collections from clients, and vendor invoice data entry as a part of the accounting team. The position maintains accurate financial records, processes transactions, and ensures compliance with relevant regulations and policies.
Job Duties
• Accounts Receivable
o Collect all information needed to process billings to customers
o Issue billings to customers through various payment channels.
o Maintain job Schedule of Values (SOV) when preparing monthly billings.
o Accurately post all billings into QuickBooks based on the project SOV
o Request required releases throughout the billing process from subcontractors.
o Track all vendor preliminary notices to the company for each project
o Follow up on outstanding receivables and resolve any billing issues.
o Answer questions and handle complaints from customers regarding billings
o Request preliminary data from general contractor and file legal notices
o Update Customer Log spreadsheet with new job information
o Update accounting records with new customer information as needed
o Set up, organize, and maintain all job folders with the proper documentation
o Report on monthly activity to management.
• Accounts Payable
o Accurately code invoices based on description or job information.
o Match packing slips and/or attach any required backup to appropriate invoices.
o Enter invoices accurately and timely into QuickBooks.
o Route invoices to Operations Manager for review.
o Make needed corrections to invoices once reviewed.
o File open invoices via job and/or vendor.
o Process employee expense reports with proper approval in a timely manner.
o Gather invoices for Controller for weekly check runs.
o Request and maintain W-9’s for all vendors
o Review vendor statements to ensure all invoices have been processed.
o File paid invoices in appropriate vendor folders.
o Pull vendor documentation as requested for projects
• Administrative Support:
o Provide general administrative support to the accounting department.
o Assist with organizing and maintaining financial files and records.
o Respond to inquiries from internal stakeholders and external partners regarding financial matters.
• Perform other related duties, as assigned.
Education and Experience
• Two years of Accounts Receivable and Accounts Payable experience required.
• Construction or project related experience a plus.
• Textura and GCPay knowledge a plus
• High school diploma or equivalent required.
Other Duties
• May require some overtime hours and occasional weekend work.
• Satisfactorily complete special projects and other duties as assigned.
Physical Requirements
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds or less at a time.
Competencies
• Ability to maintain confidentiality.
• Be accurate, efficient, and highly organized.
• Basic knowledge of accounting principles and practices.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Experience using QuickBooks and Microsoft Office (Excel, Word, Outlook).
Seniority level
Associate
Employment type
Full-time
Job function
Accounting/Auditing and Finance
Industries
Construction
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