Accounts Receivable and Billing Administrator

Burnett Specialists; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Burnett Specialists seeks an Accounts Receivable & Billing Administrator to manage project setup, invoicing, and collections in Houston. You will collaborate with Project Managers, Operations, and Accounting to ensure accurate billing, timely invoices, and up-to-date financial records.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple projects and deadlines in a fast-paced industrial services environment.

Qualifications

• Minimum 3–5 years of Accounts Receivable and Project Billing experience.
• Experience in a project-based business, preferably industrial services or contracting.
• Experience with QuickBooks Enterprise is strongly preferred.
• Advanced proficiency with Microsoft Excel, Outlook, Word, and other MS Office apps.

Responsibilities

• Establish new jobs in the accounting system and create electronic project files.
• Maintain project information for accurate job costing and billing.
• Prepare, review, and issue customer invoices per contract requirements.
• Monitor AR aging and proactively manage outstanding balances.
• Contact customers about past-due invoices via phone and email.
• Apply customer payments and reconcile accounts.
• Research and resolve billing discrepancies with PMs and customers.
• Prepare AR aging reports and other management reports.
• Assist with month-end and year-end accounting activities.
• Maintain organized customer files and billing documentation.
• Coordinate with PMs to ensure billing aligns with PO, contracts, and change orders.
• Process documentation requests including lien waivers and vendor forms.
• Maintain compliance with accounting procedures and internal controls.
• Assist with additional accounting and administrative tasks as assigned.

Skills

Accounts Receivable

Project Billing

Multitasking

Detail-oriented

Tools

QuickBooks Enterprise

Microsoft Excel

Outlook

Word

Job description

Accounts Receivable & Billing Administrator - Houston

The Accounts Receivable & Project Billing Administrator is responsible for managing the complete accounts receivable process from project setup through final payment collection. This position works closely with Project Managers, Operations, and Accounting to ensure projects are properly established, customer invoices are accurate and timely, collections are effectively managed, and financial records remain current and accurate.

The successful candidate will be highly organized, detail-oriented, dependable, and capable of managing multiple projects and deadlines simultaneously.

Responsibilities

• Establish new jobs within the accounting system and create electronic project files.


• Maintain project information to ensure accurate job costing and billing.


• Prepare, review, and issue customer invoices in accordance with contract requirements.


• Monitor accounts receivable aging and proactively manage outstanding balances.


• Contact customers regarding past-due invoices through professional phone and email communications.


• Apply customer payments and reconcile customer accounts.


• Research and resolve billing discrepancies in coordination with Project Managers and customers.


• Prepare accounts receivable aging reports and other management reports.


• Assist with month-end and year-end accounting activities.


• Maintain organized customer files and supporting billing documentation.


• Coordinate with Project Managers to ensure billing aligns with purchase orders, contracts, approved change orders, and completed work.


• Process customer documentation requests, including lien waivers, vendor forms, and supporting invoice documentation.


• Maintain compliance with company accounting procedures and internal controls.


• Assist with additional accounting and administrative responsibilities as assigned.

Qualifications

• Minimum 3–5 years of Accounts Receivable and Project Billing experience.


• Experience working within a project-based business, preferably industrial services, construction, manufacturing, fabrication, or contracting.


• Experience with QuickBooks Enterprise is strongly preferred.


• Advanced proficiency with Microsoft Excel, Outlook, Word, and other Microsoft Office applications.


• Excellent organizational skills with exceptional attention to detail.


• Strong written and verbal communication skills.


• Ability to manage multiple priorities while meeting deadlines.


• Professional demeanor when communicating with customers, vendors, and internal personnel.


• Ability to work independently while contributing effectively within a team environment.

Preferred Qualifications

• Three to five years of QuickBooks Enterprise experience.


• Three to five years of project billing and job costing experience.


• Experience working with purchase orders, progress billing, time-and-material billing, and industrial service contracts.


• Experience supporting Project Managers and Operations personnel.


• Experience maintaining confidential financial and customer information.

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