Accounts Receivable Clerk

Job Description
This description reflects the core activities of the role but is not intended to be all-inclusive. Other duties within the group/department may be required, and changes in the emphasis of duties may occur from time to time. The post holder must recognize this and adopt a flexible approach to work. Job descriptions will be reviewed regularly and revised in accordance with organizational needs. Any major changes will be discussed with the post holder.

Summary
The accounts receivable clerk compiles and maintains accounts receivable records.

Essential Functions

• Input service tickets into Sage and maintain accurate records.
• Review accounts receivable weekly, initiate collections, and maintain positive client relationships.
• Prepare monthly requisitions and create client lists for Project Managers' monthly billing.
• Maintain change order logs and track Subcontractor/Supplier activities, obtaining lien waivers.
• Handle filing, scanning, organizing tasks, and assist in various projects as required.
• Coordinate time transfers between Exaktime, Sage, and Isolved with the Payroll Manager.
• Verify sick/vacation time in Isolved for employees not clocked in and maintain weekly attendance and sick/vacation logs.
• Support payroll processes across systems, compile and print payroll reports upon request.
• Assist in maintaining employee files and training new employees on accounts receivable and payroll processes.
• Coordinate with supervisors to resolve missed daily time entries promptly.
• Develop and implement strategies to maximize debt recovery while maintaining positive client relationships.
• Maintain client records for invoicing and bill payments.
• Generate monthly Proof of Concept (POC) and Work in Progress (WIP) reports for management and Project Managers.
• Complete Subcontractor/Supplier tracking sheets and obtain lien waivers.
• Develop and implement billing policies and procedures in compliance with regulations.
• Perform Project Administrator duties, including document management, gathering submittals and RFIs, collecting field notes, creating change orders, maintaining equipment logs, assisting with payments, and issuing Purchase Orders.

Required Education and Experience

• Strong grasp of basic accounting principles.
• Proficient in Microsoft Office Suite; SAGE 100 experience is a plus.
• Strong organizational skills, including multitasking and time-management.
• Excellent written and verbal communication skills.
• Strong interpersonal skills; capable of working independently and collaboratively.
• Enthusiastic about learning and advancing within the company.
• High attention to detail and quick retention of new information.
• Punctual and dependable.

Preferred Education and Experience

• Associate’s degree in accounting, or one year of accounts payable or accounting experience, or an equivalent combination of education and experience.
• Bilingual in Spanish or Portuguese.

Additional Eligibility Qualifications
None required for this position.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, stand, talk, and listen. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type and Expected Hours of Work
This is a full-time position with working hours scheduled from Monday to Friday, 8:00 am to 5:00 pm.

Travel
No travel is expected for this position.

AAP/EEO Statement
Haddad Plumbing and Heating, Inc provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Haddad Plumbing and Heating Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation, and training.