Accounts Receivable Specialist

Company Overview

KR Wolfe Inc. is a dynamic growing company dedicated to making the equipment and technology of tomorrow work today. We specialize in delivering specialized installation integration field service and renovation services. Our focus is on creating and maintaining advanced environments and systems primarily in healthcare education commercial and government sectors.

Guided by our Vision to be the company of choice based on quality value and customer service we embody SPIRIT in everything we do: Spreading Positivity Initiating Relationships and Inspiring Teamwork. Our Core ValuesQUESTdrive us: Quality Understanding & Care Exceptional Service SPIRIT and Trust & Integrity.

Position Summary

The Accounts Receivable Specialist owns the complete customer-to-cash cycle for KR Wolfe. This role is fully accountable for accurate customer setup complex construction and services billing (progress milestone retainage and multi-portal environments) collections account reconciliation and the integrity of the AR sub-ledger.

You will master the unique billing complexities of labor-intensive construction installation integration and field-service worknavigating varied contract terms client portals lien-related documentation over/under billing coordination and the constant interaction required with Project Managers to keep billing aligned with project progress. Your ownership directly drives cash conversion reduces disputes and provides clean data for financial reporting and job-cost analysis.

This is a high-visibility high-ownership role that requires both technical precision and strong professional communication with external customers and internal project teams.

Key Responsibilities

1. Customer Account Ownership & Maintenance

• Own the full lifecycle of customer master data: setup ongoing maintenance credit terms billing preferences portal credentials and contact hierarchy.

• Ensure every customer record supports accurate contract-compliant invoicing and collection activity.

• Maintain confidentiality of all customer and company financial information.

2. Complex Construction & Services Billing

• Own the creation review and submission of all customer invoices across the full range of contract types: progress billings milestone-based invoicing time-and-material fixed-price and hybrid structures.

• Navigate and master multiple client portals and unique submission requirements ensuring every invoice is accepted on the first pass whenever possible.

• Accurately handle retainage retention releases lien waivers/releases and all related compliance documentation required by construction and service contracts.

• Coordinate closely with Project Managers to align billing with actual project progress contractual milestones and approved change ordersproactively identifying and resolving potential disputes before invoices are issued.

• Support over/under billing analysis by ensuring invoiced amounts correctly reflect percent-complete and contractual billing rights; escalate significant variances to the Controller.

3. Collections & Cash Application

• Own the full collections process: monitor aging institute timely collection actions and drive resolution of past-due balances while preserving customer relationships.

• Post all customer payments accurately and promptly; research and resolve all unapplied cash short-pays and disputed amounts.

• Communicate professionally and persistently with customers AP departments and project stakeholders to accelerate cash inflows.

• Escalate chronic or high-risk collection issues to the Controller with clear recommendations.

4. Reconciliation Month-End & Audit Support

• Own the monthly reconciliation of the AR sub-ledger to the general ledger; investigate and clear all variances before close.

• Prepare and provide complete supporting documentation for internal and external audits in a timely organized manner.

• Contribute to a clean efficient month-end close by delivering accurate AR aging deferred revenue and related schedules on schedule.

5. Systems Process Ownership & Continuous Improvement

• Maintain accurate data and workflows in Quickbase QuickBooks and any client-specific portals or systems.

• Troubleshoot unbalanced or missing transactions; take ownership of root-cause resolution rather than workarounds.

• Proactively identify process gaps control weaknesses or automation opportunities in the billing and collections cycle and recommend improvements to the Controller.

• Uphold company Mission Vision and Values (SPIRIT and QUEST) in all internal and external interactions.

Required Qualifications

• High school diploma or GED required; Bachelors degree in Accounting Business or related field preferred.

• Minimum 35 years of progressive accounts receivable experience with at least 2 years in a construction field-service or project-based environment.

• Demonstrated hands-on experience with construction/services billing complexities: progress billings milestone invoicing retainage lien waivers/releases and multi-portal submissions.

• Solid understanding of the full accounting cycle income statement/balance sheet impact of AR job-cost posting and over/under billing concepts.

• Working knowledge of QuickBooks and the ability to quickly learn Quickbase and additional client portals/systems.

• Proven ability to troubleshoot unbalanced or missing transactions and to work directly with Project Managers to resolve discrepancies.

• Strong organizational skills attention to detail and the ability to manage a high volume of invoices and aging items with minimal supervision.

• Excellent written and verbal communication skills for professional customer and internal stakeholder interactions.

Preferred Qualifications

• Prior experience in a multi-division or multi-state construction/services company.

• Familiarity with AIA-style billing government contracting payment processes or healthcare facility billing environments.

• Advanced Excel skills and experience with data analytics or reporting tools.

Impact of the Role

The Accounts Receivable Specialist is the owner of KR Wolfes cash conversion engine. By mastering complex construction and services billing driving timely collections and maintaining clean reconciled AR data this role directly improves cash flow reduces disputes strengthens project profitability visibility and supports the Controllers ability to deliver accurate financial reporting to the Executive Leadership Team.