Accounts Receivable Collections Specialist

JAM SERVICES • Livermore, CA

1d • $22 - $24 • Onsite

About The Position

The Accounts Receivable / Collections Specialist performs daily accounts receivable, collections, and lien work for a company supplying equipment and materials to contractors and public agencies in California for traffic signal, Intelligent Transportation Systems (ITS), and underground utility projects. Following established policies and procedures, the Specialist collects customer payments, applies cash, prepares and tracks preliminary notices and lien releases, and keeps customer accounts accurate and current. The role works under the direction of the AR / Collections Supervisor and coordinates closely with Project Administrators, Sales, and Accounting. There are three position levels, with responsibilities, independence, and qualifications described by level in the job posting.

Requirements

• Strong attention to detail and ability to read and compare purchase orders, quotations, invoices, packing slips, and bills of lading.
• Clear verbal and written communication skills, including the ability to be firm and professional with customers while protecting the relationship.
• Working knowledge of California construction lien law, at the depth described for each position level.
• Strong organizational skills and ability to manage many accounts and deadlines simultaneously.
• Experience working in an ERP system.
• Working knowledge of QuickBooks, including customer records, receiving and applying payments, credit memos, and A/R aging reports.
• Proficiency with Microsoft Office, especially Excel, Word, Outlook, and Teams.
• Ability to follow documented procedures and know when to escalate.
• Ability to sit or stand for extended periods while working at a computer.
• Frequent use of hands and fingers for computer, phone, and administrative tasks.
• Ability to move about the office as needed.

Nice To Haves

• Familiarity with NetSuite.

Responsibilities

• Make collection calls, send emails and statements, and follow up on past-due invoices according to the established collection schedule for assigned accounts.
• Document customer contacts, payment commitments, and disputes in the ERP system.
• Research short payments, missing documentation, retention balances, and billing disputes, working with Project Administration and Sales to resolve them.
• Prepare requests for credits, adjustments, payment plans, and joint check agreements for review and approval by the AR / Collections Supervisor.
• Escalate accounts when payment commitments are missed, following established guidelines.
• Gather project information needed for lien rights, including owner, general contractor, surety, bond, and job site details, when orders are set up.
• Prepare and serve California preliminary notices on time for qualifying private and public works projects.
• Maintain the project and lien deadline log, tracking notice of completion and cessation dates and subsequent statutory deadlines.
• Prepare conditional and unconditional lien releases on statutory forms and verify payment has cleared before issuing unconditional releases.
• Assist with authorized mechanics liens, stop payment notices, and payment bond claims, and track them through recording, service, and release.
• Process new customer credit applications, gather credit references and supporting information, and submit completed files to the AR / Collections Supervisor for approval.
• Place and release credit holds in accordance with company credit policy and the AR / Collections Supervisor's direction.
• Verify credit, lien, and project documentation is complete before orders are released on credit, and flag missing items.
• Post customer payments accurately and on time, and research and resolve unapplied cash and credits according to established procedures.
• Prepare assigned AR aging, collection activity, and lien status reports.
• Support month-end close, AR reconciliation, and year-end audit requests as assigned.
• Follow documented collections, credit, and lien procedures and suggest improvements to the AR / Collections Supervisor.
• Provide coverage for other team members during absences to help ensure collection activity and lien deadlines are not missed.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed