AP & AR Billing Specialist

Ledgent Finance & Accounting; Meriden (CT); On-site; USD 39,000 - 44,000; Full time

Job summary

Ledgent Finance & Accounting seeks an AP/AR Billing Specialist to manage customer invoicing, accounts receivable, accounts payable, and purchasing support. This hands-on role ensures accurate cash flow, timely vendor payments, and thorough project documentation in a fast-paced environment.

The ideal candidate will have 5+ years in AP/AR, experience with construction billing, and strong Excel and QuickBooks skills.

Qualifications

• 5+ years of experience 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 Microsoft Excel skills, including formulas, lookups, and reconciliations.
• Knowledge of lien waivers, retainage, and certificates of insurance is desirable.

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 and schedules of values.
• Monitor aging, follow up on outstanding balances, and apply payments.

Skills

Attention to detail

Organizational skills

Time management

Communication

Education

High school diploma

Associate or Bachelor's in Accounting/Finance

Tools

QuickBooks

Excel

Job description

Salary: USD28 - USD32 per hour

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. The ideal candidate thrives in a fast-paced environment, takes ownership of their work, and can independently manage multiple priorities while maintaining exceptional accuracy.

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

The successful candidate will be:

• 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

You will be successful in this role when:

• 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.