Description

Job Title: Accounts Receivable Administrator

Reports to: Controller

Location: El Cajon, California

FLSA Status: Full-Time / Non-Exempt

COMPANY OVERVIEW

Dynalectric Company in San Diego is a subsidiary of EMCOR Group, Inc. (NYSE: EME), a Fortune 500® leader in mechanical and electrical construction, industrial and energy infrastructure, and building services for a diverse range of businesses. For 10 consecutive years EMCOR Group, Inc. has been named one of the Top 5 "World's Most Admired" Companies in the Engineering and Construction Industry by Fortune®.

Dynalectric is San Diego’s leader in complex, fully integrated design/build electrical services. Our project teams include specialists in the design, installation, commissioning and maintenance of tele-data communications, audio/video, process control, building management and fire/safety installations.

SUMMARY

The Accounts Receivable Administrator is a professional level position for an experienced Accounts Receivable/Collections Specialist providing support to the Controller and CFO. This is a critical position to the company as this person is responsible for the day-to-day project billings and payment collections for the Controller. This position reports directly to the Controller and located in El Cajon, California.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• AIA billing.

• Full Cycle project billing and invoicing.

• Verifying contractual compliance- reviewing plans to assure setup is accurate.

• Account Reconciliation and analysis.

• Establishing relationships with internal departments, client/contractors and maintain communications.

• Ad-hoc Excel based projects for Controller.

• Locate and notify customers of delinquent accounts by mail, telephone, or personal visits to solicit payment.

• Locate and monitor overdue accounts, using a variety of automated systems.

• Work closely with the Accounting team to implement processes and policies that contribute to accurate invoicing.

• Relay to Controller any accounts that need to be written off to bad debt.

• Prepare documentation necessary to create the Credit or Debit Memo necessary to reconcile a customer account.

• Oversee and assist with the cleanup of unapplied receipts, short paid invoices and chargebacks.

• Assist with monthly and quarterly accounting close.

• Review and generate all required lien waivers.

• Generate specific reports as are requested by customers and by executives.

• Support CFO and Controller in the finance and accounting activities of the Company.

• Escalate critical and/or sensitive issues to CFO and Controller with recommendation for resolution.

• Able to work 40 hours per week in the El Cajon office and more as required.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION and/or EXPERIENCE

• Associate degree in Finance/Accounting/Business Management with 2 years of related experience.

• Prior background in the construction or relatable industry.

• Demonstrated experience in maintaining confidentiality in all sensitive matters (i.e., contracts, audits, etc.)

• Familiarity with different invoicing systems such as Oracle Textura and GCPay.

• Knowledge of federal, state, and city regulations and guidelines as related to construction billing and collections.

REQUIRED SKILLS

• Experienced with Construction Accounting and Project Billing/Invoice Cycle.

• Proficient in Microsoft Office applications, including Outlook, Word (i.e., creating and updating business documents) and Excel (i.e., creating templates, creating formulas, filtering, etc.). This includes accuracy while maintaining quick keying speeds.

• Experience using construction billing software and editing documents using Bluebeam Revu.

• Strong written communication skills in drafting letters, emails, documentation, etc.

• Strong verbal skills when interacting in person and by phone.

• Outstanding organizational skills, excellent time management, and high level of accuracy/attention to detail.

• Effective listener who takes accurate notes during meetings or interviews that can be used for documentation.

• Demonstrates ability and desire to learn and perform higher level AR responsibilities.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Great people and “soft” skills; a self-starter with a positive, service-oriented attitude.

• Adaptable and exhibit a flexible attitude and approach towards all assignments, some of which could be repetitive yet require accuracy.

• Possess a proven track record of working well and building positive working relationships with a wide variety of individuals and management, taking initiative, establishing priorities, and ownership of work.

• Exercise excellent judgment while being accountable, professionally mature and adept at recognizing and understanding people issues, organizational relationships and sensitivities.

• Demonstrate high integrity and unquestionable ethics and is a respectful team player.

• Hold in confidence all accounting, legal, and contract matters as well as any other sensitive information.

• Open, visible and approachable communication style, both verbally and in writing.

• Well organized, flexible and enjoy performing and learning new AR administration and compliance skills.

• Think strategically, make sound decisions, and produce accurate and timely results.

• Maintain high standards of quality with attention to detail.

• Demonstrate commitment to company values and comply with all operating policies and procedures.

• Be solutions oriented and come prepared. Own mistakes and be prepared with a recovery plan.

• Proactively follow up when additional guidance or support is needed, or if an initiative has gone stale.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

PHYSICAL DEMANDS & WORK ENVIRONMENT

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands of this position are those associated with working in a typical office environment.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. This role requires communicating verbally and in writing one on one, in small groups, as well as presenting to larger groups of employees. This role requires the ability to work at a computer (reading and keying) for extended periods of time. The employee must move within the office to retrieve files and meet with employees in their offices or conference room. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, or crouch. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee may be occasionally required to travel by car (as a passenger or driver) or by airplane to field locations/jobsites, or to attend events/training, and must have the ability to navigate around job sites.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be

made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Dynalectric San Diego requires all new hires who will be required to work onsite, whether regularly or sporadically to be vaccinated for COVID-19. This position will require the successful candidate to obtain/show proof of a complete COVID-19 vaccination. Dynalectric San Diego is an equal opportunity employer and will provide reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here (https://recruiting.ultipro.com/EMC1002EMCGI/JobBoard/cc563430-39f7-4c82-bdfe-62f295bd857a/?q=&o=postedDateDesc&w=&wc=&we=&wpst=) . Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Compensation Range: $22.00-$24.00/hour

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