Accounts Receivable Specialist

Accel Air Systems • Santa Clara, CA

10h • Onsite

About The Position

Founded in 2003, Accel Air Systems is a leading provider of Heating, Ventilation, and Air Conditioning (HVAC) services to the Bay Area commercial building sector. The company is a mechanical contracting firm specializing in maintenance, service, retrofit, repair, and new construction. Accel Air Systems provides the technical expertise to consistently support a broad range of facilities including office, retail, industrial, R&D, warehouse, distribution, medical office, data centers, and manufacturing facilities.

Job Summary
We are seeking an Accounts Receivable Specialist to own the full billing and collections cycle for our service and construction operations. This role is responsible for accurate, timely invoicing, disciplined cash application, and proactive collections. The ideal candidate has hands-on experience in construction or specialty trade accounts receivable, is comfortable navigating AIA progress billings, lien waivers, and retention, and takes pride in maintaining clean customer records and strong customer relationships. This individual will work closely with project managers, service coordinators, and the accounting team to ensure billings are released on schedule and cash is applied accurately within Foundation Software.

Requirements

• Experience with construction billing, including progress billing, job costing, and lien processes
• Associate degree in accounting, business, or a related field, or equivalent work experience
• 3+ years of accounts receivable experience, preferably within construction, specialty trade, or HVAC/mechanical contracting
• Working knowledge of AIA-style progress billings (G702/G703), lien waivers, and retention
• Proficiency in Microsoft Office, with strong Excel skills (sorting, filtering, pivot tables, basic formulas)
• Solid written and verbal communication skills, with the ability to interact professionally with customers, general contractors, and internal stakeholders
• Strong attention to detail, organizational skills, and ability to manage multiple billing cycles and deadlines simultaneously
• Comfort with high-volume data entry and reconciliation work without sacrificing accuracy
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment

Nice To Haves

• Experience with Foundation Software or a comparable construction ERP (Sage 300 CRE, Viewpoint, Procore, etc.)
• Experience with electronic billing portals (Textura, GCPay, ProCore Invoice Management, or similar)
• Bachelor’s degree in accounting, finance, or a related field

Responsibilities

• Set up new customers in Foundation Software, including billing requirements, and contact records
• Generate daily service invoicing for owner-direct work, ensuring accuracy of labor, materials, and parts
• Prepare monthly project invoicing for general contractor and owner-direct projects, including AIA G702/G703 progress billings, schedule of values updates, and retention tracking
• Manage compliance documentation including conditional and unconditional lien waivers (progress and final), preliminary notices, and joint check agreements
• Prepare bank deposits via remote deposit capture and apply incoming payments (ACH, wire, lockbox, check, and credit card) accurately and timely, researching and resolving short pays and unapplied cash
• Run collections activities including monthly statements, AR aging review, customer follow-up calls and emails, and escalation of past-due accounts
• Investigate and resolve billing disputes and account discrepancies in partnership with project managers and service coordinators
• Partner with the service department on maintenance contract renewal activities
• Reconcile customer accounts and assist with month-end close activities related to AR, unbilled revenue, and retention
• Identify and recommend improvements to billing workflows, documentation standards, and collection processes
• Support internal and external audit requests with timely, well-organized documentation
• Partner with the Financial Systems Controller and broader accounting team on AR reporting, system enhancements, and process automation

Benefits

• Competitive salary: $80,000 to $90,000 Annually, DOE
• Medical, dental, and vision insurance paid 100% for the employee
• Additional company-sponsored benefits: basic employee life insurance, long-term disability coverage, and employee assistance program
• Voluntary benefits: employee, spouse, and child life insurance; short-term disability; accident; and employee, spouse, and child critical illness coverage
• 401(k) plan with a 3% company match contribution
• Paid vacation, sick time, and company holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree