Accounts Receivable Specialist

PPS; Tempe (AZ); On-site; USD 52,000 - 75,000; Full time

Job summary

PPS in Tempe, AZ is seeking an energetic Accounts Receivable Specialist to manage incoming payments, ensure accurate record-keeping, and support client communications.

You will set up new jobs in the accounting system, assist with billing and lien waivers, coordinate with project managers on balances, and help reconcile discrepancies. The role requires experience with QuickBooks or similar software, strong Excel skills, and a proactive, detail‑oriented approach.

Qualifications

• Experience in accounts receivable management within a corporate or public accounting environment.
• Strong knowledge of accounting systems such as QuickBooks or similar financial software platforms.
• Familiarity with billing software, spreadsheets, Excel data analysis, and technical accounting concepts including journal entries and account reconciliation.
• Experience handling collections accounts and credit analysis to optimize cash flow.

Responsibilities

• Assist with preparation and distribution of progress billings and invoices.
• Support collection efforts by providing documentation and responding to client inquiries.
• Maintain organized AR files and documentation.
• Coordinate with project managers regarding billing status and receivable balances.
• Set up new jobs in the accounting system with contract values, cost codes, billing terms, and project details.
• Verify contract documentation prior to job activation.
• Maintain job files including contracts, change orders, and compliance documents.
• Track and monitor expiration dates for insurance and bond documentation.
• Assist project accountants with assigned financial and administrative tasks.
• Maintain communication between accounting and operations teams.

Skills

Accounts receivable

Excel

Communication skills

Billing software

Journal entries

Tools

QuickBooks

Billing software platforms

Excel data analysis

Job description

We are seeking an energetic and detail-oriented Accounts Receivable Specialist to join our finance team. This role is vital in managing the company’s incoming payments, ensuring accurate record-keeping, and maintaining excellent client communication. The ideal candidate will be proactive, organized, and possess a strong understanding of accounting principles and financial software systems to support our ongoing growth and operational efficiency.

Core Responsibilities:

Accounts Receivable & Billing Support

• Assist with preparation and distribution of progress billings and invoices
• Support collection efforts by providing documentation and responding to client inquiries
• Maintain organized AR files and documentation
• Assist with lien waivers and related documentation when required
• Coordinate with project managers regarding billing status and receivable balances

Client Onboarding & Compliance

• Onboard new clients, including collecting required documentation and system setup
• Complete client vendor forms and prequalification packets
• Submit Certificates of Insurance (COI) requests and coordinate with insurance brokers
• Prepare and submit bond requests, including performance and payment bonds

Job Setup & Project Administration

• Set up new jobs in the accounting system, ensuring accurate entry of contract values, cost codes, billing terms, and project details
• Verify contract documentation prior to job activation
• Maintain job files including contracts, change orders, and compliance documents
• Update job information as change orders are approved
• Coordinate with project managers to ensure accurate project financial setup
• Maintain compliance documentation required by general contractors and customers
• Track and monitor expiration dates for insurance and bond documentation

Project Accounting Team Support

• Assist project accountants with assigned financial and administrative tasks
• Support change order tracking and documentation management
• Help reconcile job-related billing discrepancies
• Maintain communication between accounting and operations teams
• Provide documentation for audits or internal reporting needs

Experience:

• Proven experience in accounts receivable management within a corporate or public accounting environment.
• Strong knowledge of accounting systems such as QuickBooks or similar financial software platforms.
• Familiarity with billing software, spreadsheets, Excel data analysis, and technical accounting concepts including journal entries and account reconciliation.
• Experience handling collections accounts and credit analysis to optimize cash flow.
• Ability to perform detailed account analysis using Excel formulas and double entry bookkeeping principles.
• Excellent communication skills with a focus on client relationship management and negotiation.