Accounts Receivable Coordinator

Job Overview

We are an established Landscape & Construction Company located in Waltham, MA seeking a detail-oriented and proactive Accounts Receivable & Collections Coordinator to support our accounting and business operations.

This role is responsible for managing customer invoicing, collections, job scheduling and drafting proposals. The ideal candidate understands the construction billing processes and thrives in a project-driven environment while maintaining strong relationships with customers and vendors and management. The ability to prioritize daily work, meet deadlines and maintain exceptional organization and record keeping is crucial to this role.

This position plays a critical role in maintaining healthy cash flow by ensuring consistent timely billing, tracking and proactive collection of outstanding receivables, and resolution of payment issues while providing exceptional customer service.

Key Responsibilities:

Accounts Receivable & Billing

• Prepare, review, and submit accurate customer invoices, including progress billings and seasonal billings.
• Track and manage project work orders, changes/add-ons, and billing schedules by project.
• Maintain organized and accurate AR records within the company’s billing software.
• Reconcile customer account billing discrepancies in collaboration with Project Management and Accounting.
• Support weekly & monthly accounts receivable reports and updates.

Collections

• Monitor accounts receivable aging reports and prioritize collection efforts on past-due accounts.
• Conduct consistent and professional collection outreach via phone, email, and written correspondence.
• Build and maintain positive working relationships with customers, vendors, and management while ensuring timely payment.
• Research and resolve payment delays, disputes, missing documentation, and invoice discrepancies.
• Maintain detailed records of collection activities, payment commitments, and account status updates.
• Escalate high-risk or significantly delinquent accounts to accounting Management with recommendations for action.
• Prepare weekly aging and collections reports for leadership, highlighting collection progress and outstanding balances.
• Support the development and implementation of best practices to improve cash flow and reduce aging receivables.

Project Scheduling & Proposals

· Schedule new projects, track daily work orders for labor and materials, bill customers for routine services and projects, maintain monthly job schedules.

· Generate and track customer proposals and new job bids

Qualifications

• 5+ years of accounts receivable, collections, or construction billing experience; construction experience strongly preferred.
• Familiarity with construction processes, billing and proposals is strongly preferred.
• Proven experience managing collections and successfully reducing outstanding receivables.
• Proficiency in construction billing software and Microsoft Excel. Quickbooks experience required. Jobber software experience a plus.
• Strong attention to detail, organization, prioritization and time management skills.
• Excellent verbal and written communication skills with the ability to handle difficult collection conversations professionally.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong problem-solving and analytical skills.
• Team-oriented mindset with a willingness to support accounting when needed.

Preferred Qualifications:

• Experience working with Quickbooks and Jobber software or construction accounting systems.
• Experience generating aging reports and analyzing accounts receivable trends

Working Conditions:

• Setting: Office, In person

Schedule: On site Full-time, Monday through Friday

Pay: From $28.00 per hour

Work Location: In person