Accounts Receivable Billing Specialist

Botanical Designs; Seattle (WA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401K

Paid Holidays

PTO

Job summary

Botanical Designs is seeking an experienced Accounts Receivable Specialist to join the Finance team in Seattle, WA. You will manage billing, invoicing, and collections, ensuring timely payments and accurate project and maintenance billings.

Responsibilities include reconciling accounts, communicating with customers, and supporting multiple departments to optimize billing processes. Prior ASPIRE/Service Titan experience and ERP proficiency are highly valued.

Qualifications

• Experience with billing and collections.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Teams and Microsoft 365.
• Experience is strongly preferred with a service management software, such as Aspire or Service Titan.
• Proficiency with a mid-level ERP system, such as Acumatica.
• Understanding of sales tax requirements.
• Ability to work independently and as part of a team in a fast-paced environment.
• Results oriented – ability to manage and meet deadlines.
• Ability to think critically, anticipate work needs, and interact professionally with customers.
• Excellent problem-solving skills.
• Highly organized and attentive to detail.

Responsibilities

• Create invoices and account statements according to company practices; submit accurate and timely invoices to customers in accordance with Company revenue recognition policies and in line with GAAP
• Maintain and update customer records, including name or address changes, mergers, mailing attentions, and billing preferences
• Prepare, post, verify, and record customer payments and transactions related to accounts receivable
• Research and resolve customer discrepancies and past-due amounts
• Proactively communicate with accounting, sales, and customers regarding standard past-due accounts and collections
• Provide helpful assistance and documentation to customers as needed, including form W9, certificates of insurance, payment processing information, etc.
• Reconcile accounts receivable and additional GL accounts as assigned
• Prepare ad hoc analysis as needed
• Process periodic sales tax filings
• Partner with the accounting team, as well as other teams in the organization, to implement best practices and process improvements
• Perform other related duties as assigned

Skills

Billing & collections

Communication skills

Microsoft Teams

Aspire or Service Titan

Acumatica

Sales tax knowledge

Independence & teamwork

Result oriented

Critical thinking

Problem solving

Attention to detail

Education

Accounting degree preferred

Tools

Aspire

Service Titan

Acumatica ERP

Job description

Job Details

• Job Location: Seattle Branch - BD - Seattle, WA 98108
• Position Type: Full Time
• Salary Range: $30.00 - $35.00 Hourly
• Job Category: Finance

Company Overview

Botanical Designs and its affiliates, Foliage Design Systems, McCaren Designs, Good Earth, Articulture Designs, and Four Seasons Greenery are a creative and dynamic company specializing in interior and exterior landscaping, as well as seasonal holiday décor installations. Our mission is to transform commercial spaces into visually stunning environments that reflect beauty, festivity, and functionality. We are passionate about our work and committed to delivering high-quality design and installation services to our clients.

Summary Description

Botanical Designs is seeking a highly motivated, experienced Accounts Receivable Specialist with ASPIRE and /or Service Titan experience to join its Finance team. The successful candidate will need to be flexible and a proactive team member in a rapidly changing and growing organization. The Accounts Receivable Specialist will help manage the financial transactions within the organization to ensure it receives payments on time and in full. This role is primarily responsible for billing customers timely and accurately, including project/installation billings and recurring monthly maintenance billings. In addition, this role will manage and process incoming payments, reconcile accounts, communicate with customers, and partner with various teams throughout the organization.

Job Duties and Responsibilities (Essential Functions)

In a landscape maintenance company using Aspire, this role is:

• More operationally tied (reviewing work tickets, contracts, services)
• Less pure accounting and more billing systems + process ownership
• Often involved in fixing workflow gaps and billing errors, not just posting payments

Will Also include:

• Create invoices and account statements according to company practices; submit accurate and timely invoices to customers in accordance with Company revenue recognition policies and in line with GAAP
• Maintain and update customer records, including name or address changes, mergers, mailing attentions, and billing preferences
• Prepare, post, verify, and record customer payments and transactions related to accounts receivable
• Research and resolve customer discrepancies and past-due amounts
• Proactively communicate with accounting, sales, and customers regarding standard past-due accounts and collections
• Provide helpful assistance and documentation to customers as needed, including form W9, certificates of insurance, payment processing information, etc.
• Reconcile accounts receivable and additional GL accounts as assigned
• Prepare ad hoc analysis as needed
• Process periodic sales tax filings
• Partner with the accounting team, as well as other teams in the organization, to implement best practices and process improvements
• Perform other related duties as assigned

Knowledge / Skills / Abilities

• Experience with billing and collections
• Excellent verbal and written communication skills
• Proficient in Microsoft Teams and Microsoft 365
• Experience is strongly preferred with a service management software, such as Aspire or Service Titan
• Proficiency with a mid-level ERP system, such as Acumatica
• Understanding of sales tax requirements
• Ability to work independently and as part of a team in a fast-paced environment
• Results oriented – ability to manage and meet deadlines
• Ability to think critically, anticipate work needs, and interact professionally with customers
• Excellent problem-solving skills
• Highly organized and attentive to detail

Level Requirements

• High school diploma or equivalent required; associate or bachelor’s degree in accounting preferred
• At least two years of related experience required

Benefits for Full Time Eligible Include

• Medical with contribution coverages on our health program as defined by plan
• Dental as defined by plan
• Vision as defined by plan
• 401K as defined by plan
• Paid Holidays as defined by company policy
• Personal Time Off (PTO) based on the accrual allotment as defined by the company policy

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms. Must have the ability to stand for extended periods of time.The employee is frequently required to climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20-40 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Varied Field Environment performing outdoor work with moderate to occasional loud noise.

This is a minimal description of duties and is not intended to describe, in detail, the multitude of tasks that may be assigned. As the nature of business demands change, so may the essential functions of this position.