AR / Billing Specialist

Recruit Up, LLC; Charlotte (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Recruit Up, LLC seeks an Accounts Receivable / Billing Specialist to manage invoicing and cash application for multiple entities. You will verify time records, job costs, and change orders, and ensure accurate AR records across the organization.

You will work with project managers and finance to maintain timely billing and effective collections. The role requires 3–5 years AR/billing experience, ERP proficiency, and strong attention to detail.

Qualifications

• 3–5 years of accounts receivable, customer billing, cash application, or collections experience.
• Experience in multi-company or multi-entity environments preferred.
• Experience with project-based, contract, progress, or construction billing preferred.
• Proficiency with Microsoft Excel and AR reporting.
• Strong attention to detail, organization, time-management, and communication skills.

Responsibilities

• Prepare, review, and issue customer invoices for the appropriate company or entity per contract terms and rate schedules.
• Verify billing information and supporting documentation (time records, job cost reports, work orders, change orders, forms).
• Coordinate with project managers and operations to obtain missing info and resolve discrepancies before invoicing.
• Submit invoices through portals or email and confirm receipt.
• Process billing adjustments, credits, rebills, and corrections.
• Maintain accurate customer master data and billing records in the ERP system.
• Apply payments to the correct accounts and invoices; investigate unapplied cash.
• Monitor AR aging and follow up on past-due balances; escalate when needed.
• Document collection activity and follow-up dates; communicate with customers professionally.
• Support month-end AR close and provide schedules and audits documentation.

Skills

AR / billing experience

ERP system (Acumatica)

Excel proficiency

Attention to detail

Communication skills

Education

Associate degree in accounting/finance/BA

Tools

Acumatica

Job description

The Accounts Receivable / Billing Specialist supports customer billing and accounts receivable activities for multiple affiliated companies and legal entities. The role is responsible for preparing accurate invoices, applying customer payments, monitoring aging, following up on past-due balances, resolving account discrepancies, and maintaining complete customer and billing records. This position works closely with project managers, operations, customers, and the finance team to support timely billing, effective collections, accurate cash application, and consistent accounts receivable processes in a fast-paced, project-driven environment.

RESPONSIBILITIES

• Prepare, review, and issue customer invoices for the appropriate company or legal entity in accordance with contract terms, rate schedules, purchase orders, and company procedures
• Verify billing information and supporting documentation, including time records, job cost reports, work orders, approved change orders, and customer-required forms
• Coordinate with project managers, operations, and internal teams to obtain missing information, validate billing details, and resolve discrepancies before invoices are issued
• Submit invoices through customer portals, email, or other required delivery methods and confirm successful receipt when necessary
• Process billing adjustments, credits, rebills, and corrections for the appropriate company and customer account
• Maintain accurate customer master data, billing contacts, payment terms, tax documentation, and entity-specific records in the ERP system
• Designate customer payments accurately and timely to the correct company, invoice, and customer account, including checks, ACH, wire, and electronic payments
• Research and resolve unapplied cash, short payments, overpayments, duplicate payments, deductions, and other payment discrepancies
• Monitor accounts receivable aging by company and customer and prioritize follow-up on past-due balances
• Contact customers regarding outstanding invoices, payment status, remittance details, and account discrepancies while maintaining professional relationships
• Document collection activity, customer commitments, disputed items, and follow-up dates in accordance with company procedures
• Escalate significant past-due balances, unresolved disputes, and collection risks to finance leadership
• Reconcile customer accounts and accounts receivable subledger activity and assist with resolving differences
• Prepare and distribute accounts receivable aging reports, collection updates, billing status reports, and other AR-related schedules
• Assist with month-end accounts receivable close activities, including cash application review, aging review, account reconciliations, and supporting schedules
• Provide billing and accounts receivable documentation for audits, customer inquiries, and internal reviews
• Follow established internal controls, credit and collection procedures, and documentation requirements across supported companies
• Collaborate with the finance team on accounts receivable process improvements and system enhancements
• Serve as a primary point of contact for customer billing and account balance questions involving supported companies and entities
• Perform other duties as assigned

SKILLS / REQUIREMENTS

• Associate degree in accounting, finance, business administration, or a related field preferred; equivalent relevant experience may be considered
• 3–5 years of experience in accounts receivable, customer billing, cash application, or collections; multi-company or multi-entity experience preferred
• Experience with project-based, contract, progress, or construction billing preferred
• Experience working with an ERP system such as Acumatica or similar accounts receivable and billing software, preferably in a multi-entity environment
• Proficiency with Microsoft Excel and accounts receivable reporting
• Strong attention to detail, organization, follow-through, and time-management skills
• Ability to manage billing and collection priorities across multiple companies or legal entities in a fast-paced, deadline-driven environment
• Professional written and verbal communication skills, sound judgment, and a strong customer-service mindset

WORK ENVIRONMENT

The Accounts Receivable / Billing Specialist operates in a fast-paced professional office environment and regularly works with confidential customer, billing, payment, and financial information for multiple companies and legal entities. The position involves frequent use of computer systems, customer portals, accounts receivable software, and standard office technology. The role may require extended hours during peak billing cycles, month-end close, or audits. Occasional travel to company offices and project locations may be required.

EQUAL OPPORTUNITY EMPLOYER

The company is an Equal Opportunity Employer and does not discriminate based on any legally protected status. We value diversity and are committed to creating an inclusive workplace for all employees.