Position Overview Kowalski Construction is seeking a detail-oriented and proactive Accounts Receivable Collections Specialist to join our accounting team. This position plays an important role in managing accounts receivable, ensuring accurate and timely billing, and maintaining consistent follow-up on outstanding customer invoices. The ideal candidate is comfortable communicating with customers, resolving payment discrepancies, and navigating challenging collection situations while maintaining positive customer relationships. The successful candidate will help ensure all billing and collection activities are completed in accordance with company policies and Standard Operating Procedures (SOPs), while maintaining accurate records and documentation across multiple systems.
Key Responsibilities
Accounts Receivable & Collections
- Manage the collections process for outstanding customer invoices.
- Proactively contact customers by phone and email to request payments and obtain payment updates.
- Identify the responsible party for payment and determine appropriate next steps for outstanding balances.
- Maintain accurate and detailed collection notes, follow-up dates, and payment updates in the Accounting Log.
- Monitor aging reports and ensure all past-due accounts receive timely follow-up.
- Research outstanding balances and resolve billing or payment discrepancies.
- Prepare and organize supporting documentation for third-party collection agencies when necessary.
- Identify accounts that may require write-offs, discounts, or further collection action.
Billing & Account Reconciliation
- Review weekly reports to verify the accuracy of estimates, invoices, and billing information.
- Ensure all billing is completed in accordance with company SOPs and established timelines.
- Verify the accuracy of accounts receivable reports against internal systems.
- Research and resolve discrepancies between DASH, Albi, QuickBooks, and NetSuite.
- Confirm job information, billing details, and account statuses are accurate across all applicable platforms.
- Assist with auditing collection procedures to ensure accuracy, consistency, and timely follow-through.
Customer Relations
- Maintain professional and positive relationships with customers throughout the billing and collection process.
- Communicate with customers by phone, email, and written correspondence regarding outstanding balances.
- Research and resolve customer concerns, complaints, and billing disputes.
- Demonstrate strong customer service skills while navigating difficult payment conversations.
- Maintain customer satisfaction while ensuring collection expectations and company policies are followed.
Account Resolution & Escalation
- Assist with evaluating and resolving difficult or aging accounts.
- Determine when discounts, adjustments, or write-offs may be appropriate, following company approval procedures.
- Ensure all collection efforts are exhausted before accounts are referred to third-party collection agencies.
- Identify accounts requiring potential legal or court action and escalate them appropriately.
- Help implement processes and strategies to improve collection efficiency and reduce outstanding receivables.
Team Collaboration
- Participate in daily accounts receivable huddles and provide updates to the Controller on collection activities and priorities.
- Attend department meetings and contribute to ongoing process improvements.
- Maintain open communication with team members and other departments.
- Provide backup support to the accounting team as needed.
- Demonstrate a positive, professional attitude that reflects Kowalski Construction's values and beliefs.
Qualifications & Experience
- High school diploma or equivalent required.
- Minimum of 3 years of accounts receivable and collections experience.
- Proven customer service or customer support experience.
- Strong verbal and written communication skills.
- Excellent phone communication, active listening, and problem-solving abilities.
- Experience handling difficult customer conversations and resolving payment disputes.
- Strong attention to detail and organizational skills.
- Ability to multitask, prioritize responsibilities, and meet deadlines with minimal supervision.
- Ability to research discrepancies, evaluate situations, and recommend appropriate solutions.
- Intermediate proficiency in Microsoft Office, particularly Excel.
- Experience with QuickBooks preferred.
- Construction industry experience preferred.
- Experience with DASH and/or NetSuite preferred.
- Strong follow-through and accountability.
What We're Looking For
The ideal candidate is someone who is:
- Proactive and persistent when following up on outstanding payments.
- Comfortable making collection calls and having difficult financial conversations.
- Highly organized and detail-oriented.
- A strong problem solver who takes ownership of resolving issues.
- Able to work independently while contributing to a collaborative team environment.
- Professional, approachable, and committed to providing excellent customer service.
Physical Demands & Work Environment
- Frequently required to sit and stand.
- Regular use of hands and fingers for computer work and keyboard operation.
- Frequently required to communicate verbally and listen.
- Ability to occasionally lift, push, or carry items weighing up to 25 pounds.
- May occasionally work around fumes, airborne particles, chemicals, or elevated noise levels.
Join Our Team! If you have a strong background in accounts receivable, enjoy problem-solving, and have the confidence to manage customer collections while maintaining positive relationships, we'd love to hear from you! Apply today and become part of the Kowalski Construction team.
Monday- Friday 40 hours