Required Skills Accounts Receivable

Billing

Collections

Bookkeeping

Accounting Coordination

QuickBooks Online

Spreadsheet software

Reconciliation

AR aging report management

Preferred Skills Construction accounting

Property services accounting

Progress billing

Buildertrend

Construction-management software

About the Role

We are looking for an experienced and detail-oriented Accounting & Accounts Receivable Coordinator to manage customer invoicing, accounts receivable tracking, collections follow-up, payment application, reconciliations, and financial reporting.

This role is responsible for ensuring that completed and billable work is converted into accurate and timely invoices, customer balances remain current and visible, payments are properly recorded, and overdue accounts receive consistent and professional follow-up.

The ideal candidate understands that accounts receivable involves more than sending invoices. You should be comfortable tracing billing from project approval and supporting documentation through purchase orders, invoice submission, payment, reconciliation, and issue resolution. Strong attention to detail, follow-through, financial accuracy, and professional communication are essential.

Requirements

- 3+ years of experience in accounts receivable, billing, collections, bookkeeping, accounting coordination, or a related accounting role.
- Strong working knowledge of QuickBooks Online or comparable accounting software.
- Experience preparing invoices, applying customer payments, reconciling accounts, maintaining AR aging reports, and following up on collections.
- Strong spreadsheet skills and the ability to work accurately with large amounts of transaction-level financial data.
- Excellent written and verbal English communication skills.
- Confidence communicating with customer accounting departments regarding invoices, payments, balances, and overdue accounts.
- Strong understanding of financial accuracy, confidentiality, documentation, and approval controls.
- Strong organizational, analytical, problem-solving, and follow-up skills.
- Ability to work independently in a remote environment.
- Reliable computer, high-speed internet connection, and a quiet professional workspace.
- Willingness and ability to work assigned U.S. business hours.





Responsibilities Customer Setup and Billing Readiness

- Maintain accurate customer billing profiles, including contacts, addresses, payment terms, tax information, purchase order requirements, portal instructions, and submission procedures.
- Verify that projects, contracts, approved proposals, change orders, customer purchase orders, billing schedules, and required supporting documents are available before invoicing.
- Coordinate with project managers, operations teams, and customers to resolve missing or incomplete billing information.
- Maintain billing calendars and track upcoming progress, milestone, recurring, time-and-material, and final invoices.
- Identify completed or billable work that has not yet been invoiced and follow up until it is ready for billing.

Invoicing and Invoice Submission
- Prepare accurate customer invoices using Buildertrend, QuickBooks, customer portals, or other approved systems.
- Verify contract values, approved changes, previous billings, retainage, deposits, credits, sales tax treatment, and remaining balances before submitting invoices.
- Attach required purchase orders, progress documentation, lien documents, timesheets, material support, photos, and other customer-required documentation.
- Submit invoices according to each customer's specific process and document the submission date, confirmation, status, and expected payment date.
- Correct rejected or disputed invoices promptly and maintain clear records of revisions to prevent duplicate billing or receivables.

Accounts Receivable and Collections
- Maintain a complete and up-to-date accounts receivable aging report with invoice-level status and collection notes.
- Conduct professional and consistent follow-up with customers before and after invoice due dates through email and telephone.
- Document customer commitments, disputes, missing documentation, portal issues, promised payment dates, and responsible internal owners.
- Escalate high-risk, disputed,



significantly overdue, or unusually large balances to leadership with a explicit summary and recommended next steps.
- Support account statements, collection packages, lien-deadline tracking, and other authorized collection activities.

Cash Application and Reconciliation
- Accurately record customer payments, deposits, credits, retainage releases, and adjustments in QuickBooks and related systems.
- Apply payments to the correct customer, project, and invoice.
- Investigate unidentified or incorrectly applied payments and resolve unapplied cash promptly.
- Reconcile billing information, accounts receivable records, customer statements, and payment records across relevant systems.
- Research and resolve discrepancies involving duplicate invoices, short payments, overpayments, credits, unapplied cash, and write-off requests.
- Maintain organized documentation supporting all material financial adjustments.

Reporting and Accounting Support
- Prepare weekly reports covering total receivables, current and aged balances, collection activities, promised payments, disputes, unbilled work, and priority risks.
- Prepare cash-receipt and collection forecasts based on documented customer commitments and historical payment behavior.
- Support month-end close activities by reconciling accounts receivable balances, confirming cutoff, and resolving outstanding items.
- Maintain organized digital records of contracts, purchase orders, invoices, statements, payment documentation, collection correspondence, and reconciliations.
- Assist with additional accounting, reconciliation, reporting, or bookkeeping tasks as assigned.

Controls, Confidentiality, and Communication
- Follow established approval requirements for credits, write-offs, changes to customer payment terms, refunds, and financial adjustments.
- Protect confidential customer, vendor, employee, banking, and company financial information.
- Communicate professionally with customers while protecting the company's financial interests and avoiding unauthorized payment arrangements.
- Identify weaknesses in billing and collection processes and recommend practical improvements.
- Maintain accurate documentation and ensure financial information is complete, reliable, and properly supported.

📌 Accounting & Accounts Receivable Coordinator (Vadodara)
🏢 Office Beacon
📍 Vadodara