Accounts Receivable Specialist

Short Description

We're hiring an Accounts Receivable Specialist I, who will report to the Accounts Receivable Supervisor.

• Position Supervises: None
• Position Structure: Full Time / Hourly / In Office
• WHAT APACHE INDUSTRIAL HAS TO OFFER

Apache Industrial Services offers career opportunities for both Craft and Non-Craft employees. Whether you work in the field or support our operations from the office, you'll be part of a team that values safety, teamwork, and quality.

We provide opportunities to gain experience, grow, and advance your career while working alongside experienced and supportive teammates. At Apache Industrial, every role plays an important part in our success.

Position Overview

As an Accounts Receivable Specialist I at Apache Industrial, you will support the Accounts Receivable Supervisor with billing, invoicing, cash application, and collections for assigned regions. The role handles high-volume billing across a variety of contract types and works with internal teams and customers to research and resolve billing and payment questions.

A TYPICAL DAY MIGHT INCLUDE: Billing & Invoicing

• Reviewing contracts, purchase orders, and service agreements to confirm billing terms before invoicing
• Monitoring invoice requests and tracking project status with operations to identify work that is ready to bill
• Applying an understanding of cost components (e.g., time and materials, labor) to ensure accurate billing
• Generating invoices, credit memos, and debit memos, and submitting them according to each customer's requirements (e.g., email, online portal, AIA pay applications, TRACK)
• Processing billing adjustments, including reissuing, canceling, and crediting invoices and adjusting rates as needed

Cash Application & Collections

• Recording cash receipts and retainage accurately in the accounting system
• Monitoring the A/R aging, following up on overdue accounts, and assisting the A/R Supervisor with unapplied payments and payment issues
• Investigating and resolving billing discrepancies or disputes with internal teams and customers, including gathering supporting documentation
• Responding to customer and employee questions about billing and payments

Month-End & Reporting

• Posting daily and weekly revenue and assisting the A/R Supervisor with month-end close
• Preparing periodic billing and A/R reports for management
• Gathering documents and data for external financial and customer audits

Customer Accounts & Compliance

• Setting up and maintaining customer accounts, including credit review information and Tax Identification Number (TIN) validation
• Working with the Tax group to ensure invoices include correct sales tax and comply with tax regulations and company policy
• Filing supporting documents and customer communications
• Following established A/R and credit review procedures and suggesting process improvements

General

• Following all company safety rules and procedures and supporting continuous improvement of the safety program and quality management system
• Performing other duties as assigned

Education & Experience

Required

• 1+ years of accounts receivable, billing, or accounting experience
• Experience handling high-volume invoicing or data entry with a high degree of accuracy

Preferred

• Bachelor's degree in Accounting, Finance, or a related field
• Experience using Microsoft Dynamics SL (Solomon)
• Experience in accounts receivable and billing functions in the engineering and construction industry

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet billing and month-end deadlines
• Strong attention to detail and accuracy in data entry and transaction coding
• Proficiency with Microsoft Office, including Excel (VLOOKUPs, pivot tables, etc.), SharePoint, Outlook, and Word
• Strong analytical and problem-solving skills
• Clear, professional written and verbal communication with internal teams and customers
• Discretion in handling confidential financial information
• Ability to work independently and as part of a team

Physical Demands & Working Conditions

• Sitting or standing at a workstation for prolonged periods, with occasional walking, bending, and reaching
• Light work that includes lifting or moving objects up to 20 pounds
• Working primarily in an office environment; no adverse environmental conditions expected
• May occasionally be required to work extended hours, weekends, or travel based on business needs
• Ability to perform the essential functions of the position, with or without reasonable accommodation
• Regular use of computers, phones, and other standard office equipment