BILLING/COLLECTIONS SPECIALIST

RJ Staffing; New York; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k)

PTO

Job summary

RJ-Staffing seeks a Billing/Collections Specialist to manage project billing, actively collect receivables, and maintain accurate project records. The role supports the transition to a new ERP system and requires adaptability to learn new software and processes.

Hours are Monday through Friday, 8:00 am to 5:00 pm. Health, dental, vision, 401(k), and PTO are offered as benefits. This position bases in New York with on-site expectations.

Qualifications

• Experience managing project billing and collections.
• Proficient in preparing invoices and payment applications.
• Strong documentation and record-keeping for AR.
• Familiarity with multiple billing portals and ERP systems.

Responsibilities

• Own regular collection follow-up with customers and contractors by phone, email, and portals.
• Review AR aging and prioritize overdue balances and retainage while documenting interactions.
• Identify and resolve payment obstacles in collaboration with PMs and accounting.
• Provide regular collection updates and escalate unresolved disputes as needed.
• Create new projects in accounting systems and maintain billing data across systems.
• Prepare invoices and AIA applications for payment with schedules of values and retainage.
• Set up billing records and submit payment applications through Procore and other systems.
• Coordinate with PMs to verify billable progress and reconcile billing totals.

Skills

Billing & Invoicing

Accounts Receivable

Customer communication

ERP adaptation

Attention to detail

Tools

QuickBooks

Fishbowl

Smartsheet

Procore

Textura

GCPay

Job description

Client is seeking a Billing/Collections Specialist to manage project billing and actively collect outstanding receivables. This person will maintain accurate project records, submit complete applications for payment, and follow each billing through approval and payment. Collections is a central responsibility, requiring consistent customer follow-up and prompt resolution of issues delaying payment. The role also supports client s planned transition to a new ERP system. The successful candidate must be willing and able to learn new software and adapt established billing and accounts receivable processes.

Hours are Monday - Friday 8:00am - 5:00pm. Salary depends on experience. Company offers Health, Dental, Vision, 401(k), and PTO.

Responsibilities

Collections and Accounts Receivable

• Own regular collection follow-up with customers and general contractors by phone, email, and billing portals; obtain payment commitments and follow through until payment is received.
• Review AR aging and prioritize overdue balances, retainage, and other outstanding amounts; maintain clear records of customer contacts, disputes, promised payment dates, and next actions.
• Identify and resolve payment obstacles, including rejected billings, missing approvals, documentation requests, and discrepancies, working with project managers and accounting.
• Provide regular collection updates, elevate unresolved disputes, and accounts requiring management attention.

Project Setup and Construction Billing

• Create new projects in the company s accounting and project management systems, maintaining accurate customer, contract, project, and billing information across systems.
• Enter approved change orders in QuickBooks and update related project records so contract values and billings reflect authorized changes.
• Prepare accurate invoices and AIA applications for payment, including schedules of values, progress billings, deposits, approved change orders, and retainage, as applicable.
• Set up billing records and prepare and submit applications for payment through Procore, Textura, GCPay, and other required customer or third-party systems.
• Track billing requirements, submission deadlines, approval status, and required supporting documents; resolve returned or rejected submissions promptly.
• Coordinate with project managers to verify billable progress and completion status, reconcile billing totals to project records, and follow up on final billing and retainage release.

Systems and ERP Transition

• Learn and use current systems, including QuickBooks, Fishbowl, Smartsheet, and customer billing portals.
• Participate in training for the new ERP system (Epicor), and become proficient in project setup, approved change orders, billing, and accounts receivable functions.
• Support data cleanup, validation, and testing during the transition; help verify project values, open invoices, and retainage balances in the new system.
• Document recurring procedures, suggest practical process improvements, and maintain accurate records as systems and workflows change.