Accounts Receivable & Billing Coordinator

Role Overview

This is a highly organized and detail-oriented role requiring strong follow-through, urgency, communication, and accountability. The ideal candidate must be proactive and capable of managing multiple projects and billing activities in a fast-paced environment.

This position plays an important role in accelerating cash flow, reducing aging receivables, improving operational accountability, and ensuring no completed work goes unbilled.

Key Responsibilities

Billing & Invoice Coordination

• Monitor project completion activity and billing triggers through internal communication channels and project management meetings.
• Coordinate and initiate invoice requests upon:
• Deposits
• Project milestones
• Project completion
• Ensure invoices are generated accurately and in a timely manner.
• Verify billing amounts, supporting documentation, and project details prior to invoicing.
• Maintain organized invoice communication records and email chains.
• Ensure all required stakeholders are included on billing communications.
• Work closely with project managers, operations, and accounting to resolve billing discrepancies or missing information.

 Accounts Receivable & Collections

• Manage collections follow-up for outstanding receivables.
• Execute required collections follow-up cadence on all open balances.
• Maintain professional communication with customers regarding invoice status and payment expectations.
• Track payment commitments, aging accounts, disputes, and collection activity.
• Escalate delinquent accounts when necessary.
• Maintain complete documentation of collection efforts and customer communications.
• Assist in resolving invoice disputes and payment delays.

 Operational Coordination & Revenue Tracking

• Attend weekly project management meetings to identify:
• Completed but uninvoiced projects
• Upcoming billing milestones
• Potential revenue delays
• Aging receivable concerns
• Ensure immediate follow-up actions are taken after meetings.
• Maintain visibility into project billing status.
• Coordinate closely with operations and project management teams to prevent billing gaps.

 AR Reporting & Cash Flow Support

• Prepare and distribute weekly AR aging and collections reports.
• Maintain and update a rolling 13-week collections and cash flow forecast.
• Provide visibility into:
• Expected invoice generation
• Expected collections
• Delayed payments
• Revenue risks
• Track payment trends and assist with identifying opportunities to improve cash flow performance.

 Process Compliance & Documentation

• Ensure all billing and collections activities are:
• Documented
• Centralized
• Organized
• Visible to leadership
• Follow internal billing and collections procedures consistently.
• Identify process improvement opportunities to increase efficiency and billing accuracy.
• Support continuous improvement of AR and operational workflows.