Billing and Collections Specialist

Own the full receivables cycle — from invoicing through to cash collected — with a primary focus on driving down DSO and resolving aged receivables across the organization's project and service portfolio. This role is the front line for collections: proactively working aging reports, resolving disputes, and pursuing payment with persistence until accounts are current. Billing accuracy is a means to that end — clean, well-documented invoices are what make collections efforts successful. The ideal candidate is a tenacious, deadline-driven follow-up specialist who is comfortable holding customers accountable for payment while maintaining strong working relationships.

Responsibilities

• Own the aging report for an assigned portfolio of accounts, working every past-due invoice via phone and email on a structured, recurring cadence following the Minuteman Collections Playbook while utilizing creativity and discretion to clear blockers and collect cash.
• Proactively contact customers before invoices become past due on large or historically slow-paying accounts.
• Investigate and resolve billing disputes, short payments, and deductions, coordinating with project managers and operations to get to root cause quickly.
• Negotiate payment plans and commitments with customers, documenting agreements and following through until payment is received.
• Identify and escalate at-risk or aged receivables to the Accounts Receivable Manager with a clear summary of collection efforts to date and recommended next steps.
• Submit and track invoices through customer billing portals (Textura, GCPay, Ariba, Coupa, etc.), monitoring for rejections or compliance holdbacks that delay payment.
• Maintain and renew required compliance documentation (lien waivers, COIs, W-9s, tax exemption certificates) that customers require before releasing payment.
• Recommend accounts for credit hold or collections agency/legal referral when internal efforts are exhausted.
• Generate progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects, ensuring they're accurate and fully supported so they don't stall in the collections pipeline.
• Coordinate with project managers to confirm percentage of completion, change orders, and compliance documents prior to invoicing.
• Maintain billing schedules and meet monthly cutoff dates.
• Convert completed service tickets and work orders into accurate customer invoices on a daily or weekly cadence.
• Review labor, materials, and subcontractor costs for accuracy, and apply correct pricing, tax treatment, and contract terms.
• Resolve field-to-billing discrepancies with technicians and service managers.
• Serve as the primary point of contact for customers on billing and payment status inquiries, balancing firmness on collections with professionalism.
• Work as part of the centralized billing team, sharing knowledge and covering for teammates.
• Build strong relationships with project managers and operations leaders to resolve the root causes of payment delays (missing documentation, disputed scope, etc.).
• Own Accounts Receivable aging analysis and reporting, including trends in days-to-collect by customer and account manager.
• Assist with month-end close, including unbilled revenue review and Accounts Receivable reconciliations.
• Ensure compliance with sales tax requirements and customer-specific billing protocols.
• Identify process improvements that reduce Days Sales Outstanding (DSO) and shorten the collection cycle.

Requirements

• Associate's degree in Accounting, Finance, Business, or related field, or equivalent work experience.
• 2+ years of collections experience (billing or Accounts Receivable experience a plus), preferably in construction, security integration, MEP/trades, or a project-based services environment.
• Demonstrated success collecting on past-due accounts — track record of reducing DSO and aged Accounts Receivable.
• Confident, professional phone presence; comfortable making persistent follow-up calls and having direct conversations about payment.
• Ability to influence internal and external stakeholders/customers with motivation to work through barriers.
• Acts like an “owner” — self-motivated to secure wins and a proactive problem-solver to collect cash; has diligent, extensive follow-up skills — persistence in tracking approvals, documentation, and payment until fully resolved.
• Strong proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and aging analysis.
• Experience working in customer billing/payment portals (Textura, GCPay, Ariba, Coupa, OpenInvoice, or similar).
• Strong written and verbal communication and negotiation skills.
• Ability to manage a portfolio of accounts across multiple customers and project managers simultaneously.

Preferred Qualifications

• AIA billing experience (G702/G703) is a plus.
• Experience with ERP systems such as Sage Intacct, Sage 300 CRE, Vista by Viewpoint, Acumatica, NetSuite, or QuickBooks.
• Knowledge of multi-state sales tax rules and tax-exempt billing.
• Field service management software experience (ServiceTrade, BuildOps, ServiceTitan, etc.).
• Familiarity with credit hold procedures and collections agency/legal escalation processes.

Skills

• Persistence and follow-through
• Negotiation and conflict resolution
• Attention to detail
• Ownership and accountability
• Organization and time management
• Professional communication under pressure
• Continuous-improvement mindset

Performance Metrics

Success in this role is measured primarily by:

• Days sales outstanding (DSO)
• Aged Accounts Receivable as a percentage of total Accounts Receivable
• Collection call/contact volume and resolution rate
• Portal submission acceptance rate
• Dispute resolution cycle time
• Billing timeliness and invoice accuracy/rebill rate

Pay

The base pay range for this role is $75,000-$90,000 annually. Base pay may vary based on location, skills, and experience. This position may also be eligible for a variable bonus in addition to base salary as well as health coverage, paid holidays, and other benefits.