Accounts Receivable Coordinator

About the position

Archetype is a leading architectural custom signage company, specializing in exterior and interior signage and architectural fabrication. We are currently seeking skilled individuals to join our expanding team. Archetype offers competitive compensation based on expertise and experience, along with a comprehensive benefits package. As part of our vibrant and friendly workforce, you'll have the chance to contribute to a growing company.

Responsibilities

• Prepare and issue accurate and timely progress billings based on contract terms, percent complete, and milestones.
• Work with project managers to verify project status and change orders prior to invoicing.
• Submit pay applications, including AIA documentation as needed.
• Generate customer invoices and ensure timely distribution.
• Apply customer payments accurately to the appropriate invoices in the accounting system.
• Maintain aging schedules and monitor outstanding receivables.
• Monitor and follow up on past-due accounts.
• Communicate professionally with customers to resolve billing issues and secure payments.
• Escalate high-risk accounts to management and recommend credit hold or a lien.
• Ensure proper sales tax is applied to all invoices based on jurisdiction and project location.
• Maintain exemption certificates and assist with state-specific compliance audits.
• Process customer credit card payments securely and accurately.
• Reconcile credit card transactions and ensure proper recording in accounting software.
• Assist with month-end AR reporting and reconciliations.
• Support internal and external audit requests.
• Collaborate with sales, project management, and other departments to resolve billing or payment issues.

Requirements

• 2+ years of experience in Accounts Receivable, preferably in the signage, construction, or manufacturing industries.
• Understanding of progress billing, AIA forms, and construction billing cycles.
• Working knowledge of sales tax regulations across multiple states.
• Experience with accounting software (e.g., QuickBooks, Sage, Viewpoint, or similar ERP systems).
• Proficient in Microsoft Excel and other Microsoft Office applications.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication skills.
• Ability to work independently and meet tight deadlines.