Accounts Receivable Administrator

Why You’ll Love This Role: 

This is not a routine A/R position.  In this role, you’ll take ownership of the billing process from contract review through collection, playing a key part in maintaining the company’s cash flow. You’ll work closely with multiple divisions and gain hands-on experience with both detailed contract-based billing and straightforward, quick-turn invoicing.

No two days are the same! One moment you may be reviewing a subcontract and preparing a complex billing package, and the next you’re generating a simple fixed price or time & materials invoice. This variety keeps the role engaging while allowing you to build a well-rounded skill set across multiple billing types and systems.

If you enjoy balancing detailed work with fast-paced tasks, problem-solving, and collaborating across teams, this role offers an excellent opportunity to grow your skills in a supportive, team-oriented environment.

What You’ll Do:

Contract & Job Setup  

• Review subcontract agreements to extract billing terms, retainage, and specific customer requirements
• Accurately set up jobs in the accounting system based on contract details
• Identify required billing documentation (e.g., lien waivers, supporting documents, special billing instructions)
• Organize and maintain structured billing folders to ensure accuracy and audit readiness

Billing & Accounts Receivable

• Prepare and submit contract-based and quick-turn (fixed price or time & materials) billings in accordance with customer requirements
• Track, post, and reconcile billings within the accounting system
• Analyze and resolve billing discrepancies with customers and internal teams

Collections

• Proactively manage open A/R accounts through outbound calls and emails
• Follow up on outstanding invoices while maintaining strong customer relationships

Cross-Functional Collaboration

• Partner with project managers and division leaders to resolve billing and payment challenges
• Communicate clearly across teams to ensure accurate and timely invoicing

Growth & Additional Responsibilities

• Identify opportunities to improve billing processes and efficiency
• Assist with special projects and cross-train across accounting functions
• As you grow in the role, take on additional A/R functions such as cash application, lien processing, and other accounting-related responsibilities

What We’re Looking For:

Required Qualifications

• High School Diploma or GED
• 3+ years of Accounts Receivable or billing experience
• Experience reviewing contracts or working with detailed billing requirements
• Strong organizational skills with the ability to manage multiple jobs and deadlines
• High attention to detail with strong follow-up and problem-solving skills
• Confident communication skills for interacting with customers and internal teams
• Proficiency in Microsoft Office, Adobe Acrobat, and Google Suite

Preferred Qualifications

• Construction or subcontractor billing experience
• Familiarity with progress billing, retainage, or contract-based invoicing
• Experience with Viewpoint/Spectrum software
• Associate’s or Bachelor’s degree in Accounting or related field

What a Typical Day Might Look Like

• Reviewing a new subcontract and setting up jobs in the system
• Preparing detailed contract billings and quick-turn invoices
• Following up on past-due accounts
• Coordinating with project managers to resolve billing questions
• Ensuring all required documentation is complete before submitting invoices

Key Traits for Success

• Ability to interpret detailed documents and translate them into actionable steps
• Comfortable balancing structured processes with urgent, quick-turn requests
• Highly organized and able to prioritize across multiple active projects
• Proactive, dependable, and solution-oriented

Additional Information

• Full-time position (40 hours per week)  
• Drug screening and background checks will only be conducted after a conditional job offer is made. We evaluate criminal history based on its relevance to the job duties.
• Salary Range: $50,000-$75,000 per year

How to Apply

Please include a brief description of your experience with contract-based or construction billing in your application.

If you’re ready to take on a rewarding challenge and contribute to a thriving team, apply now to become our next Accounts Receivable Administrator!

Patriot Fire Protection, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, genetic information, national origin, disability, or protected Veteran status.