Accounts Receivable Coordinator - Phoenix, AZ

Pavement Marking LLC (PMI) is a leading provider of pavement marking and roadway safety solutions serving customers throughout Arizona and the Southwest. We are committed to delivering high-quality work, maintaining safe operations, and supporting the communities where we live and work. With operations in both Arizona and Texas, PMI continues to grow by investing in our people, equipment, and technology. Our Phoenix office serves as a key operational hub supporting field crews, project teams, and customers across the region. PMI is an operating company of Road Safety Services (RSS), one of North America's leading providers of pavement marking and traffic control services, with operations across 23+ states and more than 50 locations.

About the role

As an Accounts Receivable (A/R) Coordinator, you will manage all aspects of the company's billing and collections process to ensure accurate and timely receipt of payments. This role requires strong attention to detail, a working knowledge of construction billing practices, and the ability to coordinate effectively with operations, project management, and customers across multiple branches and states.

Responsibilities

• Billing and Invoicing
  • Prepare and process progress billings, time and material billings, and final invoices in accordance with contract terms and company policies.
  • Collaborate with Project Managers and Operations staff to ensure quantities, rates, and change orders are accurate before invoicing.
  • Process and submit invoices through customer portals (e.g., Textura, Ariba, or other online systems) as required.
  • Prepare supporting documentation, including lien waivers, certified payrolls, and backup documentation for each invoice.
  • Verify job cost reports, billing schedules, and retention tracking for accuracy.
  • Serve as backup for ADOT (Department of Transportation) billing as needed.
  • Perform customer account reconciliation and job progress coordination with the Operations Team.
• Collections and Cash Applications
  • Monitor and manage aging accounts to ensure timely collection of outstanding balances.
  • Make collection calls and send follow-up correspondence for past-due accounts in a professional and customer-focused manner.
  • Process and apply cash receipts, joint checks, and ACH deposits accurately to the correct jobs and customers.
  • Investigate and resolve discrepancies, payment shortfalls, or unapplied credits promptly.
  • Communicate with customers and internal teams to resolve billing or payment disputes.
• Lien, Compliance, and Documentation
  • Prepare and process 20-day preliminary notices, lien waivers, and releases as required by law.
  • Maintain accurate job files with signed contracts, change orders, billing documentation, and correspondence.
  • Track payment applications and change orders to ensure completeness and proper documentation.
  • Maintain compliance with state regulations and company policies for lien and payment documentation.
• Reporting and Coordination
  • Reconcile A/R subledger to the general ledger monthly and assist in month-end close procedures.
  • Generate A/R reports, aging summaries, and collection status updates for management review.
  • Support the Accounting Manager and Controller with audit requests and financial reporting.
  • Work collaboratively with the A/P team, Project Managers, and Estimating to ensure seamless financial operations.
  • Assist with continuous improvement efforts in billing, documentation, and reporting processes.

Requirements

• Education: High School Diploma or GED required; Associate's or Bachelor's Degree in Accounting, Business Administration, or related field preferred.
• Experience: Minimum 2–3 years of experience in Accounts Receivable in construction, pavement marking, or highway maintenance industries.
• Technical Skills:
  • Strong proficiency in Microsoft Excel, Word, and Outlook.
  • Experience with COINS, Viewpoint, or similar construction accounting software preferred.
  • Experience with progress and retention billings.
  • Familiarity with Textura and other construction industry billing and compliance portals.
• Knowledge and Skills:
  • Strong understanding of construction billing processes, AIA forms, progress billings, and retainage.
  • Working knowledge of lien laws, waivers, and preliminary notices.
  • Exceptional attention to detail and organizational skills.
  • Excellent communication and interpersonal skills for working with clients and internal staff.
  • Ability to manage multiple priorities and meet strict deadlines.
  • Strong problem-solving and analytical skills.
  • Ability to maintain confidentiality and handle sensitive financial data appropriately.

Position Details

• Direct Reports: Accounting Manager
• Schedule: This is a full-time in-office position. Occasional evening and weekend work may be required as job duties demand.
• Travel: In-state and out-of-state business travel based on business need.

Benefits

• Opportunity to grow with an expanding pavement marking and roadway safety company.
• Work with teams supporting operations across Arizona and Texas.
• Be part of a company investing in its people, equipment, and technology.
• Support essential roadway and infrastructure projects.
• Opportunity to grow with an industry leader backed by Road Safety Services.