Description

Job Overview Summary 

We're looking for an AR leader who builds systems rather than just running a department. You will own billing and collections across a centralized, multi-region team, working in close partnership with the Assistant Controller, who owns cash posting and application.

You'll enhance the playbook that makes our billing consistent, accurate, and fast, and you'll turn Quadient AR into the backbone of our collections process.

This is a hands-on leadership role. You won't lead from a distance. You'll work alongside your team, learn every billing type and customer requirement firsthand, and step in on the toughest invoices, pay apps, and collections when needed. The right person earns credibility by doing the work, then builds the processes and people that make this group a well-oiled machine.

Your biggest measure of success will be meaningful, sustained DSO reduction. The other will be AR and cash forecasting reporting that leadership trusts and acts on.

What you’ll be doing (and doing well!):

Build the Billing & Collections Playbook

• Enhance, document, and enforce standardized processes and procedures for every billing type we issue: progress/AIA billing, fixed-price projects, time & materials, service agreements, and recurring monitoring.

• Own the AIA billing framework end to end. That includes schedule of values setup, G702/G703 pay application preparation, retainage tracking and release, lien waivers, change order billing, and customer portal submissions (Textura, GCPay, Procore, etc.).

• Partner with Project Management, Operations, and Sales to fix front-end issues before they become collection problems. Examples include missing POs, customer billing requirements, taxability setup, and pay application timing.

• Establish billing cutoffs, review checkpoints, and invoice quality controls that drive down rejections and disputes.

Maximize Quadient AR

• Serve as the business owner of Quadient AR and drive full adoption of automated collection workflows, dunning cadences, customer portal, and dispute management.

• Partner with the Assistant Controller on Quadient's automated cash application and remittance matching. Make sure invoice data, customer references, and remittance requirements set up on the billing side make auto-matching work.

• Integrate Quadient reporting with Sage Intacct and ConnectWise so AR data is clean, current, and reliable.

• Continuously identify new automation opportunities and eliminate manual workarounds.

Build a Team of Experts

• Lead, coach, and develop the Centralized Billing & Collections team. Set clear expectations, KPIs, and accountability for each specialist.

• Build cross-training and coverage so no region, customer, or billing type depends on one person.

• Create onboarding and training materials so new team members, including staff from acquired companies, ramp quickly.

• Hire strategically as the team scales.

Partner with Cash Posting

• Work hand in hand with the Assistant Controller and cash posting team to resolve unapplied cash, short pays, deductions, and misapplied payments quickly.

• Establish a shared cadence, including a regular touchpoint and a joint unapplied cash and dispute log, so collections and cash posting work from the same information.

• Define clear handoffs between collections and cash posting, covering remittance follow-up, payment disputes, and customer research, so nothing falls between teams.

• Align on AR and cash reporting definitions so aging, DSO, and forecast figures tie to the books.

Reduce DSO and Improve Cash Flow

• Own DSO, past-due AR, and collection effectiveness targets, and deliver measurable improvement.

• Prioritize collection efforts on high-balance and chronic-problem accounts. Lead escalations on complex disputes.

• Manage retainage, unbilled AR, and credit risk. Recommend credit terms, holds, and write-offs.

Get Sales Tax Right on Every Invoice

• Own sales tax accuracy on outbound billing across a multi-state customer base, in partnership with Tax and Accounting.

• Manage customer exemption and resale certificates in Avalara, including collection, renewal, and product-level (partial) exemptions.

• Make sure customer and item taxability is set up correctly at onboarding so invoices bill correctly the first time.

• Resolve customer sales tax disputes and rebills quickly, and fix root causes rather than one-off corrections.

Lead AR Integration for Acquisitions

• Own the customer-facing side of AR integration for newly acquired businesses, from diligence through post-close cutover.

• Support diligence with assessments of the target's AR quality, aging, billing practices, and customer concentration.

• Manage the customer transition: remit-to and entity change notices, contract and service agreement assignments, updated W-9s, vendor setup with customer AP teams, and portal re-registrations.

• Convert acquired customers, billing practices, and open receivables into the Minuteman process, including cash-to-accrual and pre-close sales tax cutover issues.

• Protect cash collections and the customer experience through the transition so revenue and relationships carry over cleanly.

Own AR Reporting and Cash Forecasting

• Rebuild AR reporting to deliver accurate, timely aging, DSO, CEI, roll-forward, retainage, and dispute metrics by region, customer, and billing type.

• Support month-end close in partnership with the Assistant Controller, including allowance for doubtful accounts analysis, unbilled/overbilled reviews, and AR aging accuracy.

• Support audits and lender/investor reporting with clean, defensible AR data.

Responsibilities:

• Own It: Focus on excellence in everything you do and each interaction you have with all clients 
• Learn: Absorb the training. Make yourself an expert on our portfolio of solutions  
• Represent: Always understand that you are the face of the company to our customers 
• Diversity: Every project is different so you must enjoy variety in your workday 
• Work as One Team: Work closely with Minuteman’s sales, management, and operations teams to best serve our customers 
• Find a way: Turn challenges into opportunities 
• Play To Win. 

What we Like about you:

• 7+ years in accounts receivable, billing, or credit & collections, with 3+ years leading a team.

• Hands-on experience with AIA / construction progress billing, including SOVs, G702/G703, retainage, lien waivers, and GC billing portals. Experience in construction, systems integration, or field services strongly preferred.

• A proven track record of reducing DSO and improving cash flow, backed by numbers.

• Experience implementing or optimizing an AR automation platform. Quadient AR (YayPay) is strongly preferred; Billtrust, HighRadius, Versapay, or similar also count.

• Working knowledge of multi-state sales tax on billing, including exemption certificate management and taxability of products and services. Avalara experience strongly preferred.

• M&A integration experience from the customer and AR side, such as customer transition communications, contract assignments, and converting acquired receivables and billing processes.

• Proficiency with Sage Intacct or a comparable cloud ERP. ConnectWise experience is a plus.

• Advanced Excel skills and comfort building reporting

• A roll-up-your-sleeves, lead-by-example approach. You're comfortable working in the details with your team, and you pair that with a builder's mindset: you document processes, standardize, automate, and scale.

• A collaborative style and experience working across functional lines, especially with accounting and close teams, where you don't own every step of the process.

• Strong communication skills with customers, project managers, and senior leadership.

• Experience in a PE-backed or acquisitive environment is a plus.

• Bachelor's degree in Accounting, Finance, or Business preferred.

Pay Transparency Statement

The base salary range for this role is $60,292 - $146,318. Note that salary may vary based on location, skills, and experience and may vary from the amounts listed above. This position may also be eligible for a variable bonus or commission in addition to base salary as well as health coverage, paid holidays, and other benefits.  

Equal Employment Opportunity (EEO) Statement

Minuteman Security & Life Safety is an equal opportunity employer that is committed to diversity, equity and inclusion and providing a workplace that is free from discrimination and harassment of any kind based on race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity), national origin, age, disability or genetic information or any other status or characteristic protected by federal, state, or local law. Minuteman Security & Life Safety provides equal employment opportunity to all individuals regardless of these protected characteristics. Further, Minuteman Security & Life Safety takes affirmative action to ensure that applicants and employees are treated without regard to any of these protected characteristics in all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and separation from employment. 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Drug-Free Workplace Statement

Minuteman Security Technologies, Inc is an equal opportunity employer, that offers a smoke-free and drug-free workplace.