Accounts Receivable Specialist

The Accounts Receivable Specialist will support the Company's incoming payments and collections process to help ensure timely and accurate cash flow. Working daily under the direction of the Cash Manager this role handles the day-to-day processing of cash receipts, cash application, and customer follow-up. The ideal candidate is detail-oriented, organized, passionate about supporting our Customers, and able to thrive in a fast-paced environment. Excellent verbal and written communication skills are key to success in this role.

JOB RESPONSIBILITIES:

Customer Payment Setup (ACH & Portals)

• Assist customers with enrolling in ACH, wire, credit card, and other electronic payment options
• Enter and maintain customer payment and remittance information so it is accurate, secure, and up to date
• Monitor customer and general contractor portals for payment status and remittance details
• Encourage customers to use electronic payment options to improve collection speed

Cash Receipts & Bank Deposits

• Receive and log customer checks in a timely manner
• Monitor and record daily incoming ACH, wire, and electronic payments
• Prepare deposit support and maintain organized cash receipt logs

Cash Application & Accounting System Entry

• Enter, apply and monitor cash receipts in the accounting system daily
• Apply payments correctly to invoices, retainage, and credits
• Research unapplied, unidentified, and short payments and work with customers to resolve them
• Prepare offsets, adjustments, and corrections for Cash Manager review and approval
• Keep AR aging and customer balances accurate and current

Collections & Customer Follow-Up

• Contact customers regarding past-due balances by phone and email on an established schedule
• Send recurring payment-status requests, account statements, and invoice copies as needed
• Document all collection activity, customer commitments, and expected payment dates
• Coordinate with Project Managers to resolve billing questions, disputes, lien waivers, and documentation needed for payment
• Escalate unresponsive or at-risk accounts to the Cash Manager

Reconciliation, Reporting & Month-End Support

• Assist with reconciling the AR subledger to the general ledger
• Run and distribute AR aging reports and collection status updates
• Prepare schedules and supporting documentation for month-end close and audit requests

Documentation & Compliance

• Maintain organized records for collections, cash receipts, and customer payment setup
• Follow standardized AR and collections procedures and internal controls
• Suggest ideas to improve billing accuracy and speed of collections

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field is preferred; equivalent work experience will be considered.
• Minimum of 2+ years of experience in Accounts Receivable, collections, or general accounting, preferably in the construction industry.
• Working knowledge of cash application, retainage, and progress billing / pay applications.
• Strong interpersonal and communication skills, with confidence contacting customers by phone and email.
• Proficiency in Accounting software (Vista, SAP, NetSuite, etc.) and Microsoft Office Suite, especially Excel.
• Excellent organizational and time management skills with a strong attention to detail and the ability to manage multiple priorities.
• Ability to follow established procedures, meet deadlines, and handle confidential financial information with discretion.
• Knowledge of construction industry-specific Accounting practices and terminology is highly beneficial.

At Gallo Mechanical LLC, our foundation is built on the core values of family, service, and exceptional performance. With 75 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.

• Training, support, and career progression to help you grow in your career.
• Company-paid medical insurance
• Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
• Team Incentive Program (TIP): Allows eligible employees to share in company financial success.
• 401(k) plan with a 5% company match
• Employee wellness resources, PTO benefits, and more!
• At Gallo Mechanical Services, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.