What are the responsibilities and job description for the Accounts Receivable/Contract Administrator position at Tracy Electric, Inc.?
About Tracy Electric:
Tracy Electric Inc. is a full-service electrical contractor providing commercial, residential, industrial, and emergency repair and installation services in Wichita, KS and surrounding areas. We are also licensed to do industrial work in over 35 States. We offer superior customer service and deliver the highest level of workmanship for every job we complete regardless of size or location.
Tracy Electric is a fast paced, high-energy atmosphere where passionate professionals come together to make the unthinkable possible. We pride ourselves on our family culture by taking care of one another and treating everyone in the same way we would want to be treated.
Job Summary:
The Accounts Receivable/Contract Administrator will play a critical role in managing our accounts receivable process and overseeing contract administration for construction projects. This position requires a detail-oriented individual with strong analytical skills and a solid understanding of construction finance and contracts. The successful candidate will ensure timely invoicing, manage collections, and maintain accurate contract records.
Work hours: Full Time: Minimum of 40 hours/week Monday-Friday
Key Responsibilities:
- Accounts Receivable: Maintaining Accounts Receivable ageing reports and collections of past due invoices
- Invoice Management: Generate accurate and timely invoices for services rendered or products sold, ensuring all charges are correctly itemized
- AIA billings
- Progress billings and Pre-billings
- T M billings
- Payment Tracking and Allocation: Monitor incoming payments, apply them to the appropriate accounts, and reconcile discrepancies in payments or accounts
- Requesting, processing, and maintaining tax exemption forms, ensuring they are applied to the correct accounts
- Customer management: Engage with customers regarding billing inquiries, disputes, and payment reminders through professional and courteous communication channels
- Perform customer profile set up in ERP system in an accurate and timely fashion
- Customer credit management: Follow standard processes for approving credit to customers. Configure credit limits in ERP and maintain credit customer accounts
- Project Contract administration
- Job/Work order set up in ERP system: Assist in setting up awarded projects with base contract amounts; assist in data entry of project estimates and projected costs
- Process contract changes
- Processing change orders to a given contract
- Project accounting tasks: Reviewing project financials and running job cost reports or Project manager and estimators and ensuring reports are accurate
- Assist as a Payroll Clerk to ensure all time from the field is entered in the ERP time tracking system. Ensure time is complete and accurate prior to Payroll processing by the payroll team
- Help answer phones as needed
- PO creation as needed
- Typing bids and quotes for Project managers and Technicians as needed
Requirements:
- Bachelor’s degree in Finance, Accounting, Business Administration, or a related field preferred but not required.
- Minimum of 5 years of experience in accounts receivable or contract administration within the construction industry.
- Must have experience with Viewpoint Spectrum ERP or other construction ERP.
- Advanced skills in MS Excel
- QuickBooks’s experience is a plus but not required
- Must have experience with Contract Administration and the construction industry
- Basic knowledge of Construction accounting fundamentals such as Under/over billings, WIP reports, skilled in financial data analysis and fundamental knowledge of GAAP.
- Must have excellent written and verbal skills
- Excellent organizational skills and attention to detail
- Strong analytical and problem-solving abilities
- Effective communication and interpersonal skills
- Must be able to work on a team with other office staff members
- Basic understanding of Sales and Use tax requirements and regulations
- Must thrive in a high energy office with the ability to multi-task
What We Offer:
- Competitive salary and comprehensive benefits package
- Opportunities for growth and professional development within the company
- A supportive and collaborative team environment
- Flexible remote work options