Billing and Collections Specialist

Minuteman Security Technologies Inc•Manchester, NH

5h•$75,000 - $90,000•Onsite

About The Position

The Billing and Collections Specialist owns the full receivables cycle — from invoicing through to cash collected — with a primary focus on driving down DSO and resolving aged receivables across the organization's project and service portfolio. This role is the organization's front line for collections: proactively working aging reports, resolving disputes, and pursuing payment with persistence until accounts are current. Billing accuracy is a means to that end — clean, well-documented invoices are what make collections efforts successful. The ideal candidate is a tenacious, deadline-driven follow-up specialist who is comfortable holding customers accountable for payment while maintaining strong working relationships.

Requirements

Associate's degree in Accounting, Finance, Business, or related field, or equivalent work experience
2+ years of collections experience (billing or Accounts Receivable experience a plus), preferably in construction, security integration, MEP/trades, or a project-based services environment
Demonstrated success collecting on past-due accounts — track record of reducing DSO and aged Accounts Receivable
Confident, professional phone presence; comfortable making persistent follow-up calls and having direct conversations about payment
Ability to influence internal and external stakeholders/customers with motivation to work through barriers
Acts like an “owner” — self-motivated to secure wins and a proactive problem-solver to collect cash; has diligent, extensive follow-up skills — persistence in tracking approvals, documentation, and payment until fully resolved
Strong proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and aging analysis
Experience working in customer billing/payment portals (Textura, GCPay, Ariba, Coupa, OpenInvoice, or similar)
Strong written and verbal communication and negotiation skills
Ability to manage a portfolio of accounts across multiple customers and project managers simultaneously

Nice To Haves

AIA billing experience (G702/G703) is a plus
Experience with ERP systems such as Sage Intacct, Sage 300 CRE, Vista by Viewpoint, Acumatica, NetSuite, or QuickBooks
Knowledge of multi-state sales tax rules and tax-exempt billing
Field service management software experience (ServiceTrade, BuildOps, ServiceTitan, etc.)
Familiarity with credit hold procedures and collections agency/legal escalation processes

Responsibilities

Own the aging report for an assigned portfolio of accounts, working every past-due invoice via phone and email on a structured, recurring cadence following the Minuteman Collections Playbook while utilizing creativity and discretion to clear blockers and collect cash.
Proactively contact customers before invoices become past due on large or historically slow-paying accounts.
Investigate and resolve billing disputes, short payments, and deductions, coordinating with project managers and operations to get to root cause quickly.
Negotiate payment plans and commitments with customers, documenting agreements and following through until payment is received.
Identify and escalate at-risk or aged receivables to the Accounts Receivable Manager with a clear summary of collection efforts to date and recommended next steps.
Submit and track invoices through customer billing portals (Textura, GCPay, Ariba, Coupa, etc.), monitoring for rejections or compliance holdbacks that delay payment.
Maintain and renew required compliance documentation (lien waivers, COIs, W-9s, tax exemption certificates) that customers require before releasing payment.
Recommend accounts for credit hold or collections agency/legal referral when internal efforts are exhausted.
Generate progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects, ensuring they're accurate and fully supported so they don't stall in the collections pipeline.
Coordinate with project managers to confirm percentage of completion, change orders, and compliance documents prior to invoicing.
Maintain billing schedules and meet monthly cutoff dates.
Convert completed service tickets and work orders into accurate customer invoices on a daily or weekly cadence.
Review labor, materials, and subcontractor costs for accuracy, and apply correct pricing, tax treatment, and contract terms.
Resolve field-to-billing discrepancies with technicians and service managers.
Serve as the primary point of contact for customers on billing and payment status inquiries, balancing firmness on collections with professionalism.
Work as part of the centralized billing team, sharing knowledge and covering for teammates.
Build strong relationships with project managers and operations leaders to resolve the root causes of payment delays (missing documentation, disputed scope, etc.).
Own Accounts Receivable aging analysis and reporting, including trends in days-to-collect by customer and account manager.
Assist with month-end close, including unbilled revenue review and Accounts Receivable reconciliations.
Ensure compliance with sales tax requirements and customer-specific billing protocols.
Identify process improvements that reduce Days Sales Outstanding (DSO, or days to collect cash) and shorten the collection cycle.