AR/AP/Office Assistant

• Location: Seagoville, Texas
• Type: Dallas:Fin/Acct/HR:Direct Hire
• Job #11075

AR/AP/Office Assist.(East Dallas) full time in office
Job ID 11075
BASIC FUNCTION:
The Accounts Receivable/Accounts Payable/Office Assistant is responsible for managing accounts receivable, collections, accounts payable, customer and vendor administration, and general office support functions. This individual serves as a key liaison between accounting, vendors, and customers to ensure accurate documentation, timely processing of transactions, and smooth day-to-day operations.
KEY RESPONSIBILITIES:

ACCOUNTS RECEIVABLES & COLLECTIONS

• Generate and send invoices daily based on completed work orders.
• Create work orders and process customer billing through Service Fusion.
• Post customer payments in Service Fusion and prepare bank deposits.
• Monitor accounts receivable aging and maintain accurate customer balances.
• Perform collection calls and correspondence regarding outstanding invoices.
• Follow up on past due accounts throughout the month.
• Create and review past due reports on a monthly basis.
• Send Intent to Lien notices by the 15th of each month for accounts exceeding 90 days past due.
• Prepare and file liens for accounts exceeding 120 days past due when necessary. It is your responsibility to confirm compliance with Texas lien laws. (All Intent to Lien and Lien filings must be reviewed and approved by management prior to submission to ensure legal compliance.)
• Respond to customer billing inquiries and payment-related questions.
• Assist with maintaining healthy cash flow through proactive collections efforts.

CUSTOMER SETUP & BILLING

• Set up new customer accounts and maintain accurate customer records.
• Collect, review, and maintain Certificates of Insurance (COIs), W-9 forms, and other required documentation.
• Review customer-specific billing requirements and special invoicing instructions.
• Ensure invoices are submitted through customer portals or designated systems as required.
• Maintain customer subscription and account setup information.
• Monitor compliance requirements associated with customer billing processes.

ACCOUNTS PAYABLE

• Review, distribute, and process vendor and supplier invoices for approval.
• Enter approved invoices into QuickBooks Desktop (QBD).
• Upload vendor invoices to the corresponding jobs in Service Fusion.
• Maintain organized invoice records and payment documentation.
• Reconcile vendor and supplier statements monthly.
• Research and resolve discrepancies on vendor invoices and statements.
• Manage Home Depot and other supplier invoices requiring allocation by job number.
• Research missing job information and properly assign expenses before processing.
• Maintain invoice files and payment folders in accordance with company procedures.
• Process subcontractor invoices and schedule payments according to company payment terms:

• Invoices received from the 1st–15th are paid on the 1st of the following month.
• Invoices received from the 16th through month-end are paid on the 15th of the following month.

• Ensure timely vendor payments while maintaining accurate records.

REPORTING & FINANCIAL ADMINISTRATION

• Prepare monthly past due and accounts receivable reports.
• Send customer statements as requested and for delinquent accounts.
• Send required monthly customer statements, including Highmark (1^ST day of month) and other designated accounts.
• Assist with financial reporting, account tracking, and record maintenance.
• Maintain accurate accounting and customer records across company systems.

VENDOR CREDENTIALING & COMPLIANCE

• Maintain vendor credentialing platforms and online portals.
• Manage vendor logins, passwords, certifications, COIs, and renewal requirements (along with office help).
• Track expiration dates and ensure timely renewals.
• Assist with maintaining customer and vendor compliance documentation.

OFFICE ADMINISTRATION & OPERATIONAL SUPPORT.

• Provide administrative support to accounting, operations, and management teams.
• Assist with special projects and additional administrative duties as assigned.

*Perform other duties as assigned by Accounting Controller, VP of Operations and Ownership

QUALIFICATIONS:
Required

• 2+ years of experience in accounting, bookkeeping, accounts receivable, accounts payable, or administrative support.
• Experience with QuickBooks Desktop.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, including Excel and Outlook.
• Ability to work independently while collaborating with multiple departments.

Preferred

• Experience with Service Fusion or similar field service management software.
• Experience in the construction, electrical, or service industry.
• Familiarity with lien processes and collections procedures.
• Experience with Fleetio or fleet management systems.
• Inventory management or warehouse coordination experience.