Accounts Receivables/ Fleet Portal Administrator - Houston, TX

CraneWorks•Houston, TX

4d•Hybrid

About The Position

The Accounts Receivable (AR) Specialist & AR Portal Manager is responsible for managing the end-to-end accounts receivable process while overseeing customer payment portals and digital invoicing systems. This hybrid role ensures timely collections, accurate cash application, and efficient portal management to support revenue cycle optimization and customer satisfaction.

Requirements

3+ years of experience in accounts receivable, billing, or collections.
Experience with ERP/accounting systems (e.g., SAP, Oracle, NetSuite, or similar).
Strong ownership mindset with a commitment to accuracy, accountability, and continuous improvement.
Effectively manage the collections process by proactively engaging customers, prioritizing accounts, and employing professional communication and negotiation techniques to reduce delinquency and improve cash flow while maintaining positive client relationships.
Ability to build credibility and influence across all levels of the organization, including field operations.
Exceptional analytical and problem-solving skills with a detail-oriented approach.
Proven ability to lead a function, and drive performance.
Strong communication skills, with the ability to present complex financial information clearly and effectively.
Strong technical proficiency with accounting systems and online portals.
Ability to work independently and collaboratively.
Results-driven with the ability to operate in a fast-paced, private equity-backed environment.
Ability to sit or stand for extended periods.
Frequent computer use including typing and viewing screens.
Occasional walking in office and industrial environments.
Ability to lift up to 10 pounds occasionally.
Use of required PPE in operational environments.
Compliance with OSHA and company safety standards.

Nice To Haves

Experience managing customer portals, vendor portals, or EDI systems preferred.
Industry experience in construction, heavy equipment, or services preferred.
Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
Equivalent combination of education and relevant experience will be considered.

Responsibilities

Monitor accounts receivable aging and proactively follow up on overdue accounts.
Apply incoming payments (ACH, wire, credit card, check) to customer accounts.
Reconcile discrepancies, resolve billing issues, and investigate short payments.
Maintain accurate customer account records and documentation.
Prepare AR reports, aging summaries, and collection forecasts.
Collaborate with operations, sales, and project management teams to resolve disputes.
Administer and maintain customer payment portals, vendor portals, and EDI systems.
Ensure invoices are uploaded, submitted, and tracked across required platforms (ie Holman, Fleetio, Element, Penske, Auto Intergrate).
Monitor portal compliance requirements and deadlines to prevent payment delays.
Troubleshoot portal issues and coordinate with customers or IT for resolution.
Maintain portal access, user credentials, and documentation.
Identify and implement process improvements for efficiency.
Ensure adherence to CraneWorks policies, accounting standards, and internal controls.
Support audits by providing accurate AR documentation and reports.
Maintain compliance with contractual billing requirements and customer agreements.
Comply with applicable federal, state, and local financial regulations.
Adhere to Generally Accepted Accounting Principles (GAAP).
Ensure confidentiality and security of financial and customer data.
Follow company policies related to ethics, anti-fraud, and internal controls.
Perform additional duties and responsibilities as assigned to support departmental and organizational objectives.
Prepare, file, and track preliminary notices and lien waivers to secure payment, ensuring compliance with statutory deadlines and state laws.