Accounts Receivable Specialist

Job Description

ACCOUNTS RECEIVABLE SPECIALIST I

Short Description: We currently have an opening as 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 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, you will be responsible for providing support and direction for the accounts receivable function across assigned regions within the company. This includes, but is not limited to, high-volume, decentralized billing processes for various contract types. You will also work with internal and external stakeholders to research and resolve all customer and user-related questions.

A TYPICAL DAY MIGHT INCLUDE:

• Actively owning the company’s A/R aging and assisting the A/R Supervisor with credit memos, unapplied payments, and payment issues, as needed
• Supporting the A/R Supervisor in the accounts receivable process, ensuring proper recording of invoices, billing, cash receipts, and retention
• Assisting the A/R Supervisor with month-end close processes related to the accounts receivable function
• Contributing to the development or update of the company’s regional accounts receivable policies and procedures in support of ongoing process improvement initiatives, and assisting with training key stakeholders on process changes impacting other areas of the company
• Coordinating and managing requests for documents and data in support of external financial and customer audits
• Developing and maintaining an effective credit review policy and procedure
• Maintaining customer records, including credit review, setup, and contract review
• Demonstrating highly accurate transaction coding and computer input (e.g., customer setup and billing)
• Working with the Tax group to properly bill and collect sales tax
• Monitoring requests for the generation of invoices
• Generating and submitting invoices, credit memos, and debit memos
• Validating Tax Identification Numbers (TINs)
• Retaining supporting documents and communications
• Reconciling billing records against contracts, purchase orders, or service agreements
• Investigating and resolving billing discrepancies or disputes with internal teams and customers
• Maintaining accurate customer billing accounts and records in the billing system
• Ensuring invoices comply with applicable tax regulations and company policy
• Coordinating with Accounts Receivable to track outstanding balances and follow up on overdue accounts
• Preparing periodic billing reports and summaries for management
• Reviewing and interpreting contracts to ensure accurate billing terms
• Preparing proper billing documentation and mailing invoices to customers
• Performing billing adjustments, including reissuing, canceling, and crediting invoices and adjusting rates as needed
• Responding to customer and employee payment questions and concerns
• Supporting operations by tracking project status for billing purposes
• Posting daily/weekly revenue into the reporting system and supporting month-end closing
• Applying an understanding of cost components (e.g., time and materials, labor) to ensure accurate billing
• Assisting with collections by gathering documentation needed for invoice submission to customers
• Submitting invoices to customers per customer-specific billing requirements (e.g., email, online portal, AIA billing, pay app, TRACK)
• Observing and following all company safety rules and procedures
• Supporting and encouraging continuous improvement of the company’s processes, including the safety program and quality management system
• Performing other duties as assigned

• Collaborating with team members, leaders, and other departments
• Managing priorities and completing tasks in a timely manner
• Supporting a professional, safe, and productive work environment

EDUCATION & EXPERIENCE:

Required

• 1–2+ years of accounts receivable/accounting experience
• High-volume data entry accuracy
• Deadline management around billing cycles and close
• Discretion with confidential financial data

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 skills with the ability to manage multiple priorities
• Strong capabilities working with Microsoft Office, including Excel (VLOOKUPs, pivot tables, etc.), SharePoint, Outlook, and Word
• Strong analytical and problem-solving skills
• Excellent written and oral communication skills to convey information clearly and concisely to various internal and external stakeholders
• Strong attention to detail
• Strong communication and organizational skills
• Ability to work independently and as part of a team
• Ability to prioritize tasks and meet deadlines

PHYSICAL DEMANDS & WORKING CONDITIONS:

• Remaining in a stationary position, often standing or sitting, for prolonged periods
• Light work that includes moving objects up to 20 pounds
• No adverse environmental conditions expected
• Ability to perform the essential functions of the position, with or without reasonable accommodation
• Ability to sit, stand, walk, bend, reach, and use hands as required for the position
• Ability to work primarily in an office or professional work environment
• May be required to work extended hours, weekends, or travel based on business needs
• Regular use of computers, phones, and other standard office equipment

Apache Industrial Services is an Equal Opportunity Employer and considers all applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status. We are committed to providing reasonable accommodations to individuals with disabilities throughout the application and interview process. If you need assistance, please contact the Human Resources Department.