AP & AR Billing Specialist

Ledgent, Inc.; Meriden (CT); On-site; USD 55,000 - 75,000; Full time

Job summary

Ledgent, Inc. in Connecticut is seeking a highly organized AP/AR Billing Specialist to manage customer billing, accounts receivable, accounts payable, and purchasing support activities.

This hands-on role maintains cash flow, ensures vendors are paid accurately and on time, and supports project teams with billing and documentation. 5+ years in AP/AR, proficiency with QuickBooks and Excel, and strong communication skills are essential to succeed.

Qualifications

• 5+ years in accounts payable, accounts receivable, billing, or related accounting function.
• Construction, contracting, or project-based billing experience preferred.
• Experience with QuickBooks or similar accounting software; strong Excel skills.

Responsibilities

• Prepare and submit customer invoices accurately and on schedule, including progress billings for construction projects.
• Track contract balances, retainage, and approved change orders.
• Prepare billing packages with lien waivers, schedules of values, and supporting documentation.
• Monitor accounts receivable aging and follow up on outstanding balances.
• Apply customer payments, investigate short payments, and resolve billing discrepancies.
• Maintain organized billing records and job files; enter and code vendor invoices, verify against POs and costs.
• Process vendor payment runs and respond to inquiries; reconcile vendor statements.
• Create, process, and track purchase orders; monitor deliveries and project ties.
• Support month-end close with AP/AR schedules and reconciliations; prepare management reports.

Skills

Attention to detail

Organization

Time management

Verbal communication

Written communication

Independent work

Problem solving

Collaboration

Education

High school diploma

Associate's or Bachelor's degree in Accounting/Finance

Tools

QuickBooks

Microsoft Excel

Job description

Our client is seeking a highly organized, dependable, and detail-oriented AP/AR Billing Specialist to manage customer billing, accounts receivable, accounts payable, and purchasing support activities. This is a hands-on position that plays a critical role in maintaining cash flow, ensuring vendors are paid accurately and on time, and supporting project teams with billing and documentation.

Key Responsibilities

Accounts Receivable & Billing

• Prepare and submit customer invoices accurately and on schedule, including progress billings for construction projects.
• Track contract balances, retainage, and approved change orders.
• Prepare billing packages, including lien waivers, schedules of values, and supporting documentation.
• Monitor accounts receivable aging and actively follow up on outstanding balances.
• Apply customer payments, investigate short payments, and resolve billing discrepancies.
• Maintain organized and up-to-date customer billing records and job files.

Accounts Payable

• Review, code, and enter vendor and subcontractor invoices.
• Verify invoices against purchase orders, delivery tickets, and job cost information.
• Collect and maintain subcontractor compliance documentation, including W-9s, certificates of insurance, and lien waivers.
• Prepare and process vendor payment runs according to established schedules.
• Respond to vendor inquiries regarding invoices, statements, and payment status.
• Reconcile vendor statements and resolve any discrepancies.

Purchasing Support

• Create, process, and track purchase orders.
• Follow up on delayed or outstanding deliveries and vendor commitments.
• Maintain accurate purchasing records tied to the appropriate projects.

Reporting & Recordkeeping

• Maintain accurate financial records and supporting documentation.
• Assist with month-end close activities, including AP/AR schedules and account reconciliations.
• Prepare aging reports and other management reports as required.
• Support process improvements that increase efficiency and accuracy.

Communication & Coordination

• Partner with project managers and field personnel to obtain billing approvals and project documentation.
• Serve as the primary point of contact for customers and vendors regarding billing and payment matters.
• Escalate significant billing, collection, or payment issues to management when necessary.

Qualifications

• 5+ years of experience in accounts payable, accounts receivable, billing, or a related accounting function.
• Construction, contracting, or project-based billing experience strongly preferred.
• Experience with QuickBooks or similar accounting software.
• Strong Microsoft Excel skills, including formulas, lookups, and reconciliations.
• Knowledge of progress billing, retainage, certificates of insurance, and lien waivers is highly desirable.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Professional verbal and written communication skills.
• Ability to work independently and manage multiple deadlines.
• High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, or a related field preferred.

What We're Looking For

• Dependable and reliable
• Highly organized and detail-oriented
• Proactive in managing collections and payables
• A strong problem solver who can identify and resolve discrepancies
• Comfortable communicating with customers, vendors, project managers, and leadership
• Accountable and able to work with minimal supervision
• Adaptable and eager to learn new processes and systems
• A collaborative team player who supports both office and field operations

What Success Looks Like

• Customer invoices are accurate and submitted on time.
• Receivables are collected efficiently with minimal management involvement.
• Vendors and subcontractors are paid accurately and on schedule.
• Financial records are organized, complete, and ready for month-end close.
• Billing and payment issues are resolved quickly and professionally.
• You become a trusted resource who helps maintain strong cash flow and support the overall success of the business.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.