Construction AR Specialist: Billing & Collections

KR Wolfe Inc.; Incline Village (NV); On-site; USD 45,000 - 65,000; Full time

Job summary

KR Wolfe Inc. is seeking an Accounts Receivable Specialist to own the customer-to-cash cycle for our construction, installation, and field-service projects. You will manage customer master data, complex invoicing, collections, and account reconciliations with a focus on accuracy and timely cash inflows.

You will collaborate with Project Managers to align billing with progress and change orders, troubleshoot variances, and support audits. Strong communication and detail orientation are essential.

Qualifications

• High school diploma or GED required; Bachelor’s degree in Accounting or related field preferred.
• 3–5 years of progressive accounts receivable experience, with at least 2 years in a construction, field-service, or project-based environment.
• Demonstrated hands-on experience with construction/services billing complexities: progress billings, milestone invoicing, retainage, lien waivers/releases, and multi-portal submissions.
• Solid understanding of the full accounting cycle, income statement/balance sheet impact of AR, job-cost posting, and over/under billing concepts.
• Working knowledge of QuickBooks and the ability to quickly learn Quickbase and additional client portals/systems.

Responsibilities

• Own the full lifecycle of customer master data: setup, ongoing maintenance, credit terms, billing preferences, portal credentials, and contact hierarchy.
• Ensure every customer record supports accurate, contract-compliant invoicing and collection activity.
• Maintain confidentiality of all customer and company financial information.
• Own the creation, review, and submission of all customer invoices across the full range of contract types: progress billings, milestone-based invoicing, time-and-material, fixed-price, and hybrid structures.
• Navigate and master multiple client portals and unique submission requirements, ensuring every invoice is accepted on the first pass whenever possible.
• Accurately handle retainage, retention releases, lien waivers/releases, and all related compliance documentation required by construction and service contracts.
• Coordinate closely with Project Managers to align billing with actual project progress, contractual milestones, and approved change orders—proactively identifying and resolving potential disputes before invoices are issued.
• Support over/under billing analysis by ensuring invoiced amounts correctly reflect percent-complete and contractual billing rights; escalation significant variances to the Controller.
• Own the full collections process: monitor aging, institute timely collection actions, and drive resolution of past-due balances while preserving customer relationships.
• Post all customer payments accurately and promptly; research and resolve all unapplied cash, short-pays, and disputed amounts.
• Communicate professionally and persistently with customers, AP departments, and project stakeholders to accelerate cash inflows.
• Escalate chronic or high-risk collection issues to the Controller with clear recommendations.
• Own the monthly reconciliation of the AR sub-ledger to the general ledger; investigate and clear all variances before close.
• Prepare and provide complete supporting documentation for internal and external audits in a timely, organized manner.
• Contribute to a clean, efficient month-end close by delivering accurate AR aging, deferred revenue, and related schedules on schedule.
• Maintain accurate data and workflows in Quickbase, QuickBooks, and any client-specific portals or systems.
• Troubleshoot unbalanced or missing transactions; take ownership of root-cause resolution rather than workarounds.
• Proactively identify process gaps, control weaknesses, or automation opportunities in the billing and collections cycle and recommend improvements to the Controller.
• Uphold company Mission, Vision, and Values (SPIRIT and QUEST) in all internal and external interactions.

Skills

Accounts receivable

Billing accuracy

Customer communications

Analytical skills

Attention to detail

Microsoft Excel

Education

High school diploma or GED

Bachelor's degree in Accounting/Business

Tools

QuickBooks

Quickbase

Client portals

Job description

KR Wolfe Inc. is seeking an Accounts Receivable Specialist to own the customer-to-cash cycle for our construction, installation, and field-service projects. You will manage customer master data, complex invoicing, collections, and account reconciliations with a focus on accuracy and timely cash inflows.

You will collaborate with Project Managers to align billing with progress and change orders, troubleshoot variances, and support audits. Strong communication and detail orientation are essential.