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Billing and Collections Supervisor

Department: Finance-85
Location: Weymouth, MA

Reporting to the Director of Finance, the Billing & Collections Supervisor will be responsible for all Construction and Pre-Construction Billings and Collections.  Supervising a small staff to generate all invoices in an efficient manner and collecting outstanding account receivable balances are paramount in this job role.  Ensuring that work is processed error free in a client friendly format and escalating issues on invoices aging over 90 days are key aspects of this position.

Essential Duties and Responsibilities

Invoicing

  • Full understanding of the AIA Construction Billing Process, waiver collection, certified payroll, and payment applications.
  • Ensure all requests are professionally addressed by the team within 3 business days or less.
  • Run weekly billings reports and conduct billings meeting with required parties.
  • Ensure team reviews AIA contracts to ensure accurate billing requirements are met.
  • Assist team in monthly billings to ensure deadlines of submissions are met.
  • Innovate to create cleaner invoices and smoother processing for our internal employees.
  • Proactively seek out and push billing internally to ensure company meets monthly and quarterly financials goals by our deadlines.
  • Help document best billing practices to promote consistency in how we handle the carious requests.
  • Work with internal teams to help complete billing requests in our queue.
  • Load invoices into customer websites as required.

Collections

  • Ensure customers have received and processed invoices
  • Contacting customers to resolve open balances on the 90+ day receivable.
  • Run weekly AR report and distribute to teams for follow up
  • Collect AR updates from team as required.
  • Produce critical list reports for management review.
  • Respond to inquiries received from internal leadership, departments, outside attorneys and auditors.
  • Follow up communications to foster settlements and ensure ongoing payments over time.
  • Initiate, track and maintain all records/files associated with collection activities for each account to include negotiated payments schedules, telephone calls, and collection letters.
  • Manage cash application to ensure all cash receipts are applied properly in a timely manner (Sage)
  • Diligently gather and analyze data from various sources to enable collections
  • Research and Provide ADHOC reporting as required.
  • Provide Forecast on weekly expected payments
  • Research discrepancies – may involve in depth understanding of customer account history and best practices.
  • Develop relationships with clients to ensure open, positive communication and timely payments from clients.
  • Maintain receivables in a proper manner, keeping accounts as current as possible.

Supervising

  • Review and approve PTO for team
  • Create and maintain a positive, collaborative work environment where employees are empowered to excel in their respective roles.
  • Correct errors and put mechanisms in place to prevent those errors from recurring.
  • Responsible for the development and implementation of goals, policies and procedures and training that provide efficient collection of Accounts Receivable and best invoicing practices.
  • Manage daily productivity of staff to meet and exceed company goals
  • Provide high quality customer support both internally and externally.
  • Identify areas of improvement for reporting
  • Meet with clients to discuss billing issues, resolutions and lessons learned for future invoices.

Qualifications

Minimum 3-5 years’ experience as team lead, supervisory or manager in AR/Billing Department in the construction industry is a MUST. 

Bachelor’s Degree from accredited degree program in Finance or Accounting. 

Microsoft office proficiency and an understanding of formulas in Excel.  Knowledge and understanding of commercial data/credit companies (D&B etc). 

Experience with Sage Real Estate and Construction Accounting software. 

Critical thinking capabilities and ability to work well under pressure and meet deadlines in a high column environment; must have commitment to quality, process improvement and contributing to efficient operations.

Excellent verbal and written communication skills. Proven presentation skills and the ability to communicate effectively with all levels of the organization.

Strong Analytical skills, organization and attention to detail and financial information.

Work Environment

General office working environment. 

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