Construction Accounts Receivable/ Pay Applications Specialist

About the role

Red Cedar Construction Services is seeking a detail-oriented, organized, and proactive Construction Accounts Receivable / Pay Applications Specialist to join our finance and accounting team. This position will be responsible for managing the accounts receivable process from the preparation and submission of pay applications through payment collection. The role will work closely with Construction Managers, project leadership, clients, investors, and internal accounting team members to ensure billings are accurate, complete, submitted on time, and actively followed through to collection.

Responsibilities

• Prepare and submit accurate, complete, and timely pay applications for assigned construction projects.
• Work directly with Construction Managers and project leadership to obtain the information required to complete each billing cycle.
• Independently determine appropriate billing periods and bill-through dates based on project activity, contractual requirements, and supporting documentation.
• Review project contracts, schedules of values, approved change orders, and billing requirements before preparing pay applications.
• Maintain organized and complete billing files, including pay applications, invoices, approvals, change orders, lien waivers, and supporting documentation.
• Track pay application deadlines and proactively follow up with internal team members to avoid delays.
• Identify missing, incomplete, or inconsistent billing information and resolve issues before submission.
• Prepare, issue, and track change orders promptly and accurately.
• Confirm approved change orders are incorporated into the appropriate billing cycle and accounts receivable records.
• Monitor the status of submitted pay applications and promptly address client questions, requested revisions, or rejected documentation.
• Own the accounts receivable process from initial billing through collection and payment application.
• Record accounts receivable invoices accurately and timely in the applicable accounting system.
• Maintain clear visibility into the status of every outstanding invoice.
• Build professional working relationships with client accounting teams, project contacts, investors, and other payment stakeholders.
• Develop and maintain a consistent collections follow-up process for current and delinquent receivables.
• Identify issues delaying payment and coordinate with internal and external stakeholders to resolve them.
• Take proactive steps to shorten the time between pay application submission, approval, funding, and receipt.
• Escalate collection concerns, disputed balances, documentation deficiencies, or material payment delays to management.
• Prepare accounts receivable aging and collection status reports for leadership.
• Analyze collection trends, payment timelines, and recurring obstacles and recommend process improvements.
• Record cash receipts and apply payments to the appropriate client, project, invoice, and entity.
• Research and resolve payment discrepancies, unapplied cash, short payments, and disputed balances.
• Coordinate the collection and release of retainage when contract and project requirements have been satisfied.
• Support other accounting and finance team members as needed.
• Exercise integrity, discretion, and confidentiality when handling company, client, vendor, and financial information.
• Perform other duties as assigned.

Qualifications

• Minimum of three years of experience in accounts receivable, construction billing, bookkeeping, or a related accounting role.
• Hands-on experience preparing construction pay applications with limited direction.
• Demonstrated experience managing accounts receivable and collections from invoice preparation through final payment.
• Ability to proactively follow up on outstanding balances, resolve discrepancies, and help reduce payment timelines.
• Construction industry experience required; general contracting, homebuilding, multifamily, or Build-to-Rent experience preferred.
• Strong understanding of accounts receivable, accounts payable, bookkeeping, and basic GAAP principles.
• Strong organizational skills with the ability to maintain accurate and complete billing documentation.
• Excellent communication and relationship-building skills when working with clients, Construction Managers, vendors, and trade partners.
• Strong attention to detail, follow-through, problem-solving ability, and personal accountability.
• Proficiency in Microsoft Excel and experience with QuickBooks Online or a comparable accounting system.
• Experience with Procore, Smartsheet, AIA-style billing, or construction billing portals preferred.
• Ability to manage multiple deadlines, work independently, and take ownership in a fast-paced environment.
• Associate’s or bachelor’s degree in accounting, finance, business, or a related field preferred; relevant experience may be considered in place of a degree.

What Success Looks Like

• Submit complete and accurate pay applications by established deadlines.
• Maintain organized and complete supporting documentation.
• Proactively identify and resolve issues before they delay billing or payment.
• Maintain consistent and documented follow-up on all outstanding receivables.
• Provide accurate and current reporting regarding billing and collection status.
• Build productive relationships with internal project teams and external client contacts.
• Reduce preventable delays between billing, approval, funding, and collection.
• Take ownership of assigned receivables through final payment.

Compensation and Benefits

• $40,000-65,000 annually based on experience.
• 100% Medical, Dental, & Vision insurance covered to the employee and their children.
• 401k with a Safe Harbor match formula of 100% of employee contributions up to 3% of their compensation, then 50% matching contribution of the next 2% of employee's compensation.
• Company-paid holidays 120 hours paid time off annually.
• Growth potential.
• Ability To Commute/Relocate Charlotte, NC: Ability to reliably commute or willingness to relocate before starting work (required).
• Greenville to be considered with commute to Charlotte 2 days per week.

Work Location

Onsite | 1710 Camden Rd, Charlotte, NC 28203

Physical Demands

• Sit and stand for extended periods.
• Manual dexterity to operate a computer and other office equipment.
• Ability to lift and carry up to 15 pounds.
• Vision and hearing acuity to perform job duties effectively.
• Maintain a valid Driver’s License.