Accounts Receivable Manager

We are a full-service provider of HVAC construction, service, and maintenance solutions, with expertise in virtually all types of commercial systems. Our team has complete mechanical, electrical, and plumbing (MEP) expertise, and we are one of the few contractors in the industry with in-house engineering and design capabilities in all three MEP disciplines.

Dallas Mechanical Group (DMG) is looking for a collaborative and detail-oriented Accounts Receivable (AR) Manger who combines strong accounts receivable and construction billing expertise with excellent communication, analytical, and problem-solving skills.

 

The AR Manager is responsible for supporting accurate and timely accounts receivable and construction billing activities, including AIA billing, pay applications, retainage, change orders, collections, related project documentation and compliance with customer and contractual requirements. This position works closely with Project Management, Accounting, general contractors, customers, and vendors to resolve billing and payment issues, maintain accurate financial records, and facilitate timely collection of outstanding receivables. The role requires strong attention to detail, organization, and communication, as well as an understanding of construction billing and project accounting practices.

 

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Billing & Project Accounting

• Prepare and process construction project billing in accordance with contractual deadlines and customer requirements.
• Prepare AIA billings, general contractor pay applications, progress billings, retainage billings, and other customer-specific billing documentation.
• Review contract documents for new projects to identify billing contacts, billing periods, retainage requirements, tax considerations, required forms, and other billing-related provisions.
• Enter and maintain billing information in the ERP system, including revenue, retainage, gross billings, and net billings.
• Track project change orders and incorporate approved changes into billing as appropriate.
• Identify vendor back charges and prepare applicable invoices or adjustments.
• Maintain complete and accurate monthly billing records and supporting documentation for audit purposes.

 

Accounts Receivable & Collections

• Review AR aging reports and customer balances to identify past-due accounts and items requiring follow-up.
• Follow up with general contractors and customers regarding outstanding invoices, payment status, payment holds, invoice questions, and anticipated payment dates.
• Research billing and payment discrepancies and coordinate with internal teams and customers to facilitate resolution.
• Work with Project Management to address issues that may delay billing or payment.
• Maintain documentation of collection activity, payment commitments, and unresolved account issues.
• Assist with processing payments received by phone for open invoices and miscellaneous charges.
• Monitor outstanding receivables and provide information regarding expected payments and collection concerns.

 

Construction Billing Documentation

• Work with Construction Administration to obtain documentation required for stored-material billing and payment approval.
• Coordinate with Assistant Project Managers to obtain required insurance documentation, approved submittals, vendor information, and supplier waivers.
• Work with Accounts Payable to request and track conditional and unconditional supplier waivers.
• Track required notices, notices of intent to lien, and lien-related deadlines and maintain communication with the appropriate parties regarding outstanding payments.
• Prepare, verify, and maintain Certified Payroll Reports when required.
• Verify that billing packages contain required supporting documentation prior to submission.

 

Project & Accounting Coordination

• Participate in monthly billing meetings with Project Management to review job costs, upcoming billings, change orders, retainage, outstanding receivables, and billing issues.
• Communicate regularly with Project Management regarding project billing status and documentation needs.
• Run and review financial reports, including AR Aging, Month-End AR, and Job Cost reports.
• Research discrepancies between billing, accounts receivable, job cost, and project records.
• Communicate significant past-due balances, billing issues, and collection concerns to Accounting and Project Management.
• Tax & Accounting Support
• Work with the Accounting Manager to determine applicable tax treatment for invoices and project materials.
• Record applicable tax amounts by tax type, including sales tax and tax on materials.
• Research and assist with resolving billing or tax discrepancies.
• Assist with month-end activities related to accounts receivable, project billing, and retainage.

Skills & Abilities

• Strong knowledge of accounts receivable, billing, and collections practices.
• Knowledge of construction billing processes, including AIA billing, pay applications, retainage, change orders, and supplier waivers.
• Strong analytical skills for reviewing AR aging reports, customer balances, billing information, and job cost reports.
• Ability to accurately prepare invoices, pay applications, adjustments, and supporting documentation.
• Strong problem-solving skills with the ability to research and resolve billing and payment discrepancies. Ability to professionally and consistently follow up with internal and external stakeholders regarding outstanding billing and payment matters.
• Ability to work effectively with Project Management, Accounting, customers, general contractors, and vendors.
• Excellent organizational and time-management skills with the ability to prioritize work within established timelines.
• Proficiency with ERP/accounting systems and Microsoft Excel.
• Strong attention to detail and commitment to accurate recordkeeping.

 

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 4 years of experience in Accounts Receivable, billing, collections, or a related accounting function. Construction or project-based accounting experience preferred.
• Demonstrated understanding of accounting principles related to accounts receivable and revenue. Experience with revenue recognition, retainage, job cost reporting, and AR management.

• Regularly operates a computer, telephone, and other standard office equipment, with extended periods of computer and screen-based work. 
• Ability to remain in a stationary position for extended periods and occasionally move throughout the office to attend meetings, access files, or use office equipment.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• May occasionally move or handle office materials and supplies weighing up to 10 pounds.

• This is an in-office position. Work is performed primarily in a professional, climate-controlled office environment with typical office noise levels.

At Dallas Mechanical Group, you’ll be part of a team that values integrity, safety, empowerment, teamwork, and continuous improvement. We offer careers where good work is valued, respected, and rewarded and you will have the ability to make a meaningful impact in a growing organization.

 

What you can expect from Dallas Mechanical Group:

• Competitive pay and robust health and wellness benefits including medical, dental and vision, insured life and disability plans. Heath Saving Account (HSA) and Flexible Spending Accounts (FSA) options also available.
• 401(k) Savings Plan options with Employer Match.
• Employee Assistance Program (EAP).
• Paid Time Off and 8 paid holidays per calendar year.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Please review our Affirmative Action Policy.

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