Accounts Receivable Specialist for a US HVAC Company (Fully Remote)

Job Title: Accounts Receivable (AR) Specialist
Location: Remote (Must be available to work EST business hours)
Industry: HVAC
Engagement: Long-term, 40hrs/week, Independent Contractor (Full-time)

About the Company

Our client is a fast-growing HVAC company based in New York, dedicated to providing top-tier heating, ventilation, and air conditioning services to residential and commercial clients. As the company's operations expand, we are looking for a reliable and detail-oriented Accounts Receivable Specialist to manage our billing, collections, and payment processing with accuracy and professionalism.

Position Overview

Reporting directly to the CFO or Finance Manager, the Accounts Receivable Specialist will be responsible for end-to-end AR functions — from generating and sending invoices to recording customer payments and managing collections efforts. The ideal candidate should be proactive, organized, and comfortable communicating with customers about outstanding balances.

Key Responsibilities

• Invoicing
• Generate and send accurate and timely customer invoices based on work orders, contracts, or service reports.
• Ensure all required documentation is included with invoices (e.g., purchase orders, time logs, service reports).
• Track and reconcile any discrepancies in billing or service charges.

• Payment Recording
• Post and apply customer payments to the appropriate invoices in the accounting system.
• Monitor incoming payments via bank transfers, checks, and other payment methods.
• Reconcile accounts receivable ledger to ensure all payments are accounted for and properly posted.

• Collections
• Follow up with customers via phone and email regarding outstanding or overdue invoices.
• Maintain a systematic collections process with consistent tracking and escalation procedures.
• Work with internal departments to resolve billing disputes or service-related concerns impacting payments.

• Reporting & Reconciliation
• Prepare weekly and monthly AR aging reports and other internal reports as required.
• Support month-end closing processes by ensuring all AR data is up-to-date and accurate.
• Maintain clean, organized, and auditable AR records.

Requirements

• 3+ years of experience in Accounts Receivable or related accounting functions
• Proven experience managing end-to-end invoicing and collections in a service-based business; HVAC or construction industry experience is a plus
• Proficiency with accounting software (e.g., QuickBooks, NetSuite, or similar)
• Strong Excel and spreadsheet skills for tracking and reporting
• Excellent verbal and written communication skills
• High attention to detail and strong organizational skills
• Ability to work independently and manage time effectively
• Must be available to work full-time during Eastern Standard Time (EST) business hours

Preferred Qualifications

• Experience working with a U.S.-based company or clientele
• Familiarity with job costing, work orders, or service dispatch systems
• Prior experience with remote/independent contractor roles