Accounts Receivable/Accounts Payable (AR/AP) Manager - Construction

The AR/AP Manager is responsible for overseeing and executing both accounts receivable and accounts payable functions within a construction company. This role is integral to maintaining financial accuracy, ensuring timely collections and payments, and supporting the overall financial health of the organization. The ideal candidate will have a strong background in construction accounting, proven expertise in QuickBooks online, and the ability to manage multiple tasks with a high degree of accuracy and professionalism. A solid understanding of progress payments and schedule of values. You must report to the Chief Operating Officer, CEO, and VP directly. You must know how to manage a team of 2-4 bookkeepers. The team is designed to assist you to the highest degree and solve any QB problems you might have. 

Key Responsibilities

Accounts Receivable (A/R) Duties:

• Invoice Management:
  • Enter customer invoices into QuickBooks accurately and in a timely manner.
  • Maintain detailed records of customer billing and invoicing to ensure consistency and compliance.
• Schedule of Values:
  • Manage and update the schedule of values for projects, ensuring that invoicing aligns with project milestones and progress.
• Lien Notices:
  • Prepare and file preliminary lien notices to protect the company’s legal rights on construction projects.
  • Lien releases
  • Unconditional lien releases 
• Payment Collection:
  • Follow up with customers and other businesses to collect payments, ensuring timely receipts.
  • Track overdue accounts and coordinate with project teams to resolve disputes or issues.
• Payment Application:
  • Apply customer payments in QuickBooks accurately, reconciling discrepancies and ensuring proper allocation.
• Client Communication:
  • Contact customer references as needed to resolve billing questions and confirm payment histories.

Accounts Payable (A/P) Duties:

• Vendor Invoice Processing:
  • Submit vendor invoices to Project Managers for review and approval.
  • Enter vendor invoices into QuickBooks and maintain accurate records.
• Vendor Statement Reviews:
  • Conduct monthly reviews of vendor statements to ensure all charges are valid and reconcile discrepancies.
• A/P Aging Management:
  • Monitor and review the accounts payable aging report and process payments as directed to maintain healthy vendor relationships.
• Credit Card Transactions:
  • Enter credit card charges into QuickBooks and verify that expenses are coded correctly for reporting and reimbursement.
• Expense Documentation:
  • Ensure all supporting documentation is collected and archived for vendor invoices and related expenses.

General Responsibilities:

• Financial Reporting & Analysis:
  • Assist in preparing periodic financial reports by providing up-to-date information on A/R collections and A/P disbursements.
  • Help with budget tracking and forecasting by supplying accurate and timely financial data.
• Collaboration & Communication:
  • Work closely with the Project Managers, Field Operations, and other accounting team members to resolve issues and optimize processes.
  • Serve as a key point of contact for both internal and external stakeholders regarding payment queries and invoice discrepancies.
• Process Improvement:
  • Continuously review and improve accounting processes to enhance efficiency, accuracy, and compliance with industry standards.
• Compliance & Record Keeping:
  • Maintain accurate records in accordance with company policies and industry best practices.
  • Ensure compliance with construction-specific accounting guidelines and legal requirements.

Qualifications

Education & Experience:

• Experience:
  • Minimum of 2 years of accounting experience, preferably in a construction or related field.
  • Proven track record of managing both A/R and A/P functions.
• Industry Knowledge:
  • Prior experience in the construction industry, with an understanding of construction accounting, lien notices, and the schedule of values.
• Technical Proficiency:
  • Strong working knowledge of QuickBooks in an office setting.
  • Proficient with Microsoft Office Suite, with an emphasis on Excel and Outlook.
• Analytical Skills:
  • Ability to analyze financial data and generate actionable insights.
• Communication:
  • Excellent written and verbal communication skills for effective collaboration with internal teams and external vendors or clients.

Additional Skills:

• Attention to Detail:
  • High level of accuracy in data entry and reconciliation.
• Organizational Skills:
  • Proven ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Problem-Solving:
  • Strong analytical and troubleshooting skills to resolve billing discrepancies and payment issues.
• Customer Service Orientation:
  • Demonstrated ability to interact professionally with clients and vendors to resolve queries and foster positive relationships.

Work Environment

• Setting:
  • Office-based with potential visits to job sites as needed to support project teams.
• Collaboration:
  • Work closely with bookkeepers, COO, CEO, and VP. Also the ability to work with PM's for Change Order and tracking of SOV. 
• Pace:
  • Fast-paced environment where meeting deadlines and accuracy are critical.

How to Apply

Interested candidates should submit their resume, cover letter, and any relevant certifications. Please ensure your application highlights your construction industry experience, QuickBooks expertise, and specific examples of managing A/R and A/P functions effectively