Accounts Receivable Specialist

About Us

We believe HVAC is about a lot more than moving air. It’s about creating places where we can live our best lives and do our best work. We help design, install, problem-solve, and service the right custom HVAC solution for every building. We do it with the largest and most experiencedteam of degreed application engineers in the industry. Gil-Bar Industries combines its unmatched engineering expertise and fully integrated service, offering a truly unique culture. 

Role: Accounts Receivable Specialist

We are seeking a detail-oriented and organized Accounts Receivable Specialist to support daily,weekly, monthly, and closing accounting operations. This role is responsible for billing accuracy, invoice processing, accounts receivable support, sales team support, reconciliations, and cross departmental communication to ensure timely and accurate financial transactions.

Responsibilities

• Review vendor invoices posted to the accounting system from the previous day and follow
• up with sales representatives regarding customer billing and discrepancies.
• Prepare and process customer deposit invoices upon request
• Create and issue credit memos when necessary
• Adjust project billing records, including splits, change orders, and estimates
• Ensure posted invoices are accurately entered into the project system
• Support project accounting accuracy and compliance
• Provide backup support for payment processing when needed
• Send customer payment links and follow up on past-due requests
• Post Daily Cash Receipts accurately to the Accounting System and CRM
• Assist with collections and customer communication related to outstanding balances
• Generate and distribute receivable accounts reports to customers and the Sales Team
• (monthly)
• Handle Customer Related Emails
• Assist with AIA billing submissions via online portal or excel template
• Post approved billing to ERP system
• Facilitate lien waivers to GC's for timely payment
• Daily Reconciliation of Customer invoices between Accounting System and CRM
• Assist with inter-company accounts receivable reviews
• Assist the accounting team with ad-hoc billing and reconciliation tasks
• Other Accounting Functions as needed that align with the role

Requirements

• Associate or bachelor’s degree in accounting or finance
• 4+ years of experience in billing, accounts receivable, or accounting support in a large company with monthly close cycle experience
• Experience in construction accounting and with Project and AIA billing
• Strong understanding of invoicing, reconciliations, and AR processes
• Proficiency in Microsoft Excel and general office software
• Excellent attention to detail and organizational skills
• Ability to manage multiple deadlines in a fast-paced environment
• Team-oriented with the ability to work independently
• Strong communication and follow-up skills
• Ability to multitask and use multiple programs simultaneously
• Must be able to commute to Manhattan 5 days a week.
• Active Notary Public (State of NY)/Willing and eligible to obtain Notary Public Commission within 6 months of hire date

Preferred Skills:

• Dynamics 365 Business Central Experience
• Intercompany accounting exposure

Estimated compensation: $33.65 to $36.06/hour with flexibility based on experience and skills.

Gil-Bar Industries provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.