Accounts Payable & Receivable Coordinator

Department: Accounting / Finance Location: Corporate Office

Reports To: General Ledger Accountant Type: Full-Time / Non-Exempt

• Prepare and submit American Institute of Architects (AIA) invoices and other project billing documentation.
• Process incoming customer payments and ensure accurate application to the appropriate project and customer accounts within the ERP system and bank records.
• Assess monthly finance charges, generate customer statements, and distribute past-due notices.
• Provide ongoing follow-up with customers to ensure timely payment of outstanding balances.
• Process occasional customer refunds and ensure proper documentation of transactions.
• Review and approve sales orders in a timely manner to support project cash flow and financial tracking.
• Process customer credit applications and review submitted documentation for completeness and accuracy.
• Process vendor invoices for accuracy, coding, and appropriate approval prior to payment.
• Reconcile vendor statements and resolve discrepancies or payment inquiries in a timely manner.
• Maintain accurate vendor records, including W-9s and payment terms, within the ERP system.

• Prepare and coordinate construction-related documents including lien waivers, project files, and other contract documentation.
• Coordinate with project managers, accounting personnel, subcontractors, and clients to collect required billing and compliance documentation.
• Assist with the preparation, signing, and distribution of AIA documents and related project paperwork.

• Support accounting and project teams by maintaining accurate documentation related to project billing, customer accounts, and regulatory requirements.
• Ensure records are stored and maintained in accordance with company procedures and audit requirements.

• Associate’s degree in business administration, accounting, or a related field preferred.
• Bachelor’s degree in business administration, accounting, Finance, or a related discipline preferred but not required.

• Minimum of two (2) years of experience in billing, invoicing, accounts receivable, and accounts payable within a construction, engineering, or project-based environment.
• Preferred experience in preparing and processing AIA billing (G702/G703 Applications for Payment), including schedules of values, retainage tracking, and change order integration.
• Experience working in construction, engineering, energy, or project-based industries preferred.
• Strong proficiency with Microsoft Office Suite, particularly Excel and Outlook.
• Proficiency with construction accounting/ERP software (e.g., Procore, NetSuite, Sage 300 CRE, Viewpoint, Foundation, Textura, or similar).
• Strong attention to detail and accuracy in financial and documentation tasks.
• Professional demeanor with strong written and verbal communication skills.

• Proactive problem-solver who approaches challenges with a positive, can-do attitude and takes ownership of managing time and workload effectively.
• Excellent organizational and time-management skills, with the ability to multitask and prioritize competing deadlines in a fast-paced environment.
• Strong attention to detail and accuracy when preparing billing documentation, invoices, and financial records.
• Strong interpersonal and customer service skills, with the ability to communicate professionally with clients, subcontractors, vendors, and internal project teams.
• Comfortable working independently and taking initiative, while also collaborating effectively across departments (project management, accounting, and field operations).
• Sound judgment and diplomacy when handling sensitive conversations, such as payment follow-up or billing disputes.

• This position is based at the corporate office and is not a remote role.
• Standard working hours are Monday through Friday, 8:00 AM – 5:00 PM.
• Primarily office-based work environment with frequent computer use.
• Occasional lifting of office supplies or materials may be required.

Applicants being considered for hire must pass a background check and drug test before beginning work. Refusal to submit to a background check or drug testing will result in disqualification of further employment consideration.

The information contained in this position description describes the general nature and level of work being performed in this job. This description is not intended to be an all-inclusive list of responsibilities, duties, and requirements for employees in this position. The incumbent is responsible for performing all duties in a safe and efficient manner in compliance with safe work procedures and safety regulations. This job description is not intended to constitute an offer or contract of employment. Job descriptions may and do change periodically.

GenPro Energy Solutions is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.