What are the responsibilities and job description for the Invoicing and Collections Assistant position at Wightman?
INVOICING AND COLLECTIONS ASSISTANT
Position Purpose:
Invoicing and Collections Assistants are responsible for providing administrative support to ensure efficient operation of the invoice and accounts receivable process. Invoicing and Collections Assistants collaborate with project managers and employees through a variety of tasks to communicate with our clients and collect revenue in a timely manner. Invoicing and Collections Assistants also work well with administrative team members to ensure smooth and efficient financial operations.
Essential Functions:
Let’s face it: no matter your career trajectory – whether you’re just starting out, currently in a mid-level position, or are looking to accelerate your career opportunities – you want to work for a firm that does great work, gives back to their community, supports your career path, and do it all alongside people with whom you can connect. After all, you spend a third of your day at work; why do it in a place where you do not feel valued, are longing for more responsibility, or feel disconnected from your clients? If you are seeking a position at a legacy consulting firm that is wholly owned by its employees, looking to do impactful work that matters, and find a work culture that supports your family life, bring your skills to Wightman.
Our full-service architectural, civil engineering, and land surveying firm, which was established in 1946, exists to serve people and the communities in which we live. We have a dynamic team of over 200 professionals that work to analyze, advise, design, and deliver successful projects in partnership
with government, education, commercial, and energy clients throughout the Great Lakes region. We offer our clients comprehensive, multi-disciplinary services including Architecture, Civil Engineering, Surveying, Construction Services, GIS, Interior Design, and Reality Capture. What does that mean? It means we design and build awe-inspiring and award-winning streetscapes and 21 st century learning environments, inspect interstates and bridges that ensure safe travel, accurately determine boundary lines and draw topographic maps, support energy service providers grow and enhance their green and traditional infrastructure, construct data-driven mapping solutions, envision outdoor gathering spaces that foster community, and so much more.
We are fun, creative, and passionate about our work and family life. To learn more, visit our Life at Wightman page: https://gowightman.com/careers/life-at-wightman
Position Purpose:
Invoicing and Collections Assistants are responsible for providing administrative support to ensure efficient operation of the invoice and accounts receivable process. Invoicing and Collections Assistants collaborate with project managers and employees through a variety of tasks to communicate with our clients and collect revenue in a timely manner. Invoicing and Collections Assistants also work well with administrative team members to ensure smooth and efficient financial operations.
Essential Functions:
- Support invoicing manager with accounts receivable functions including processing customer statements, collection of overdue accounts and providing Accounts Receivable
- reporting to W Directors as part of a team.
- Assists with invoicing, printing and mailing invoices, reviewing account histories with customers, and posting payments, credit memos and making clerical adjustments as needed.
- Daily duties include heavy computer use, researching project documents, reaching out to the client and project manager for information as needed, as well as digitally filing customer invoices and information.
- Maintain professional and proactive communication with clients regarding outstanding invoices, payment status, and account discrepancies including using client systems to communicate new invoices and client specific requirements like cash flow forecasts.
- Support accurate records of invoices, payments, and communications with clients in financial systems and digital filing systems
- Other duties as assigned by the Invoicing Manager and Finance Director.
- Focus on client / W first
- Be the expert – client business, practice, people
- Accountability – do what is expected by client/team
- Strong Work Ethic & Initiative
- Effective communicator
- Earn the trust of others
- Detail Oriented
- Problem-Solving Mindset
- Reports directly to Invoicing Manager
- Partner on the Administrative Team
- Partner with all office locations
- High School diploma or its equivalent
- 2 years of general office experience
- 5 years of general office experience
- Basic Accounting knowledge and/or related college degree
- Collections experience
- Travel to W offices required up to 5%
Let’s face it: no matter your career trajectory – whether you’re just starting out, currently in a mid-level position, or are looking to accelerate your career opportunities – you want to work for a firm that does great work, gives back to their community, supports your career path, and do it all alongside people with whom you can connect. After all, you spend a third of your day at work; why do it in a place where you do not feel valued, are longing for more responsibility, or feel disconnected from your clients? If you are seeking a position at a legacy consulting firm that is wholly owned by its employees, looking to do impactful work that matters, and find a work culture that supports your family life, bring your skills to Wightman.
Our full-service architectural, civil engineering, and land surveying firm, which was established in 1946, exists to serve people and the communities in which we live. We have a dynamic team of over 200 professionals that work to analyze, advise, design, and deliver successful projects in partnership
with government, education, commercial, and energy clients throughout the Great Lakes region. We offer our clients comprehensive, multi-disciplinary services including Architecture, Civil Engineering, Surveying, Construction Services, GIS, Interior Design, and Reality Capture. What does that mean? It means we design and build awe-inspiring and award-winning streetscapes and 21 st century learning environments, inspect interstates and bridges that ensure safe travel, accurately determine boundary lines and draw topographic maps, support energy service providers grow and enhance their green and traditional infrastructure, construct data-driven mapping solutions, envision outdoor gathering spaces that foster community, and so much more.
We are fun, creative, and passionate about our work and family life. To learn more, visit our Life at Wightman page: https://gowightman.com/careers/life-at-wightman
