Accounts Receivable Specialist

Delaware Valley Paving Co. Inc•Audubon, PA

About The Position

Manage the company’s billing, collections, and customer account activity to ensure accurate invoicing, timely payment, and healthy cash flow across all divisions. The role reports to the CFO and works closely with Project Managers and field operations to turn completed work into accurate, timely billing and collected revenue. The position oversees the billing-to-cash process, including progress billings and pay applications, customer invoicing, collections, payment application, retainage, lien waivers, compliance documentation, reporting, and account organization. It also supports project closeout, month-end close, audits, and reconciliations, while helping identify and resolve billing and collection issues.

Responsibilities

Prepare and submit progress billings, including AIA G702/G703 pay applications and schedules of values.
Generate invoices from work orders, field tickets, and completed quantities in NetSuite.
Track customer and project billing deadlines and submit invoices on time.
Process change orders, time-and-materials billings, and final billings; keep contract values current.
Submit invoices and supporting documents through customer billing portals such as Textura, Procore, and GCPay.
Monitor accounts receivable aging and follow up on past-due accounts by phone and email.
Post customer payments, apply cash, and reconcile customer accounts.
Track project retainage balances and ensure retainage is billed and collected at closeout.
Resolve billing disputes, short pays, and deductions with customers and internal teams.
Escalate high-risk or slow-paying accounts to the CFO with clear documentation.
Prepare, track, and deliver conditional and unconditional lien waivers with each billing.
Maintain customer compliance documents, including certificates of insurance, W-9s, and credit applications.
Track notice deadlines and lien rights to protect the company’s ability to collect.
Support certified payroll and prevailing-wage documentation requirements when tied to billing.
Work with Project Managers to confirm completed scope, quantities, and billable work before invoicing.
Coordinate with field operations to collect tickets, signed work orders, and backup documentation.
Communicate billing status, open items, and collection issues to Project Managers and the CFO.
Help close out completed jobs by confirming all work, change orders, and retainage have been billed.
Prepare weekly and monthly AR aging, billing, and collection reports for the CFO.
Maintain organized customer files, contracts, pay applications, and billing backup.
Support month-end close, audits, and account reconciliations.
Keep customer records, billing contacts, and portal access current in NetSuite.
Improve ownership of the full billing-to-cash process, identify and fix problems early, and reduce the CFO’s involvement in day-to-day AR work.