Accounts Receivable Specialist

At Texas Chiller Systems, we take pride in serving our customers with excellence and supporting our employees with the same care and attention. Headquartered in San Antonio, we were built on a foundation of strong values that guide how we work, lead, and serve, always putting people first and striving to exceed expectations for our team and our customers in every interaction.

We are hiring an Accounts Receivable Specialist! This role supports timely collections, accurate cash application, and reconciliation of customer accounts across our commercial HVAC, plumbing, refrigeration, electrical, and construction operations. The Accounts Receivable Specialist manages accounts from invoice delivery through payment resolution, monitors aging, resolves billing issues, supports construction-related documentation, and maintains accurate receivable records while building professional relationships with customers and internal teams for a fast-paced multimarket environment.

Duties/Responsibilities:

• Manages accounts receivable portfolio for service and construction customers; monitors aging and prioritizes collection activity based on risk and payment status.
• Contacts customers regarding open and past-due balances through professional phone and email communication; documents collection activity, payment commitments, and follow-up dates.
• Applies customer payments, researches and resolves unapplied cash, short payments, overpayments, and account discrepancies.
• Reconciles customer accounts and partners with service, projects, management, and sales team to resolve invoice disputes, missing documentation, pricing questions, and other payment barriers.
• Reviews invoices and supporting documentation for collection readiness, including purchase orders, service tickets, signed work authorizations, project billing documents, and customer-specific requirements.
• Maintains accurate customer account information, including billing contacts, payment terms, purchase order requirements, tax documentation, and customer portal instructions.
• Supports construction receivables, including pay applications, retainage tracking, lien waivers, compliance documents, and notice requirements in coordination with finance and project leadership.
• Prepares and maintains accounts receivable aging reports, collection notes, cash collection updates, and escalation summaries for leadership review.
• Supports month-end close by reconciling receivable activity, and identifying balances that may require additional review or reserve consideration.
• Maintains confidentiality, protects company and customer information, and supports audits, process improvements, and other accounting projects as assigned.

Qualifications:

• High school diploma or GED required; associate degree in accounting, finance, business, or a related field preferred
• 2+ years of accounts receivable, commercial collections, cash application, or general accounting experience
• Experience in commercial construction, mechanical contracting, HVAC service, plumbing, refrigeration, or a related industry preferred
• Experience working in an ERP or accounting system; COINS or a similar system preferred
• Proficiency with Microsoft Office, including Excel, Outlook, and electronic document management
• Strong professional communication skills, both verbal and written
• Ability to manage a high-volume account portfolio, meet deadlines, and balance competing priorities
• Demonstrates strong business ethics, discretion, accountability, and a customer-focused mindset

Required Skills:

• Commercial collections, account follow-up, and customer account reconciliation
• Cash application, payment research, and resolution of account discrepancies
• Ability to review invoices, purchase orders, service tickets, and project billing documentation
• High attention to detail and accuracy in data entry, documentation, and financial records
• Professional conflict resolution and customer communication
• Time management, prioritization, and consistent follow-through
• Cross-functional collaboration with service, project management, sales, and accounting teams

Preferred Skills:

Experience with:

• Commercial HVAC, mechanical service, and construction billing cycles
• AIA progress billing
• Conditional and unconditional lien waivers, preliminary notices, and construction compliance documentation
• Customer portals, and compliance systems
• Customer credit review, account setup, and payment-term administration
• COINS or another construction, service, or project-based ERP system
• Advanced Excel functions, pivot tables, x-lookup, reconciliations and aging analysis

Physical Requirements:

• Ability to sit for extended periods while working at a computer and reviewing financial documentation
• Ability to communicate effectively by phone, email, and computer systems throughout the workday

Job Type:

Full-time, non-exempt

Texas Chiller Systems is an equal opportunity employer. We celebrate diversity and welcome applicants from every background and life experience.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  These statements are not to be translated as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  All team members may be required to perform duties outside of their normal responsibilities from time to time as needed.