Accounts Receivable Clerk

About the role

The Accounts Receivables Clerk position is located in Bedford, NH and is a Hybrid Remote position. Monday, Tuesday, and Wednesday are required in-office days.

Responsibilities

• Work Order Job QC Review technician-entered job codes and notes in PenguinData for accuracy, consistency, and completeness before billing is generated.
• Cross-verify all codes against VXField rather than relying on Penguin notes alone.
• Add missing technician notes, request them from the manager or technician when unavailable, and re-QC the work order after any edit.
• Flag and properly document any trigger codes (F011, F012, PD/RU) and route them through the required approval process before QC is finalized.
• Leave clear, specific comments any time a code or quantity is added, removed, or swapped, and notify the state manager and subcontractor (if applicable) of the change.
• Escalate suspicious or excessive billing to the state manager, and further to leadership via email if unresolved.
• Invoicing (Site Tracker): Confirm VPN connection, GL string, work order number, and next available invoice number before starting each invoice. Create and complete invoices in Site Tracker, entering all required fields (Project Number, Account Code, Cost Center, Unit of Measure, etc.) for each CapEx and OpEx line item. Create separate OpEx invoices for any trouble tickets included on a billing sheet. Verify the Total Invoice Amount matches supporting billing sheets before submitting for review.
• QuickBooks: Enter matching codes, quantities, and invoice numbers into QuickBooks recurring transaction templates while cross-referencing Site Tracker. Confirm QuickBooks totals reconcile with Site Tracker line amounts prior to sending.
• Format and complete the Messages box per state/week ending convention, then save and send to CS ownership.
• Payroll & Reconciliation Support: Support generation of the weekly summary report (Total Jobs Billed Weekly – Tech) and build PivotTables to organize job code quantities by technician and date for payroll entry. Forward ride-along, sick, vacation, and training timesheets to the payroll team, and add technician amounts/market codes into PenguinData where applicable. Check for and resolve kickbacks (rejected billing items) during downtime, keeping the site tracker and draft invoices current.
• Weekly Cadence: The AR Clerk role follows a structured weekly rhythm to keep QC, invoicing, payroll, and reporting current.

Qualifications

• A high school diploma or equivalent required; an associate degree in accounting, business, or related field preferred.
• 1+ years of experience in billing, accounts receivable, invoicing, or payroll support, ideally within a contractor, field services, or telecom environment.
• Strong Excel skills, including comfort building PivotTables and reconciling data across multiple reports.
• A high attention to detail and comfort working against firm daily and weekly deadlines.
• Clear written communication skills for documenting QC changes and coordinating with technicians, subcontractors, and state managers.
• Ability to work independently while following documented standard operating procedures.

Benefits

• Competitive base pay
• Comprehensive health, dental, and vision package
• 401(k)
• Ongoing training and development
• Opportunities for career growth and advancement
• A dynamic and supportive work environment

Skills

• Familiarity with PenguinData (billing system)
• Familiarity with VXField
• Familiarity with Site Tracker
• Familiarity with QuickBooks
• Familiarity with Microsoft Excel (PivotTables)

Pay

Competitive base pay.

Schedule

Hybrid Remote position. Monday, Tuesday, and Wednesday are required in-office days.