Billing and Accounts Payable Clerk

Position Summary

As a Billing and Accounts Payable Clerk , you will play a critical role in maintaining the financial health of a high-volume, mid-size revenue landscape firm. This position requires a detail-oriented professional capable of managing the full cycle of accounts payable and receivable. You will ensure that vendors and employees are paid accurately and timely, while also managing client billing for recurring maintenance contracts and large-scale installation and irrigation projects.

Primary Duties and Responsibilities

Accounts Receivable & Billing

• Invoice Generation: Process weekly and monthly billing for residential and commercial maintenance contracts.
• Project Progress Billing: Coordinate with Project Managers to issue accurate "percentage-of-completion" invoices for large-scale landscaping and hardscape installations.
• Collections: Monitor aging reports and conduct professional follow-ups with clients regarding past-due balances.
• Payment Processing: Record daily deposits, including checks, credit card payments, and ACH transfers.

Accounts Payable

• Vendor Management: Review, code, and enter a high volume of vendor invoices (e.g., nurseries, equipment suppliers, fuel).
• Subcontractor Compliance: Verify that all subcontractors have provided current certificates of insurance (COI) and W-9s before processing payments.
• Disbursements: Support the preparation of weekly check runs and schedule electronic payments, ensuring all early-payment discounts are utilized.
• Reconciliation: Reconcile monthly vendor statements and company credit card accounts to ensure all expenses are captured.

Administrative & Reporting

• Job Costing Support: Assist in allocating labor and material costs to specific jobs to ensure accurate profit-and-loss reporting by project.
• Audit Prep: Maintain organized digital and physical financial records for year-end tax preparation and workers' compensation audits.
• Other Duties: As assigned by the Controller.
• Inquiry Resolution: Serve as the primary point of contact for vendor and customer billing inquiries.

Required Skills & Qualifications

• Experience: 2–4 years of experience in bookkeeping, AP/AR, or accounting—ideally within the hospitality, construction, landscaping, or trades industries.
• Software Proficiency: Strong experience with QuickBooks Online. High proficiency in Microsoft Excel is required.
• Attention to Detail: Ability to manage complex job-costing entries without errors.
• Communication: Excellent verbal and written communication skills for interacting with field crews, vendors, and high-net-worth clients.

Preferred Qualifications

• 2- or 4-year degree in Accounting or similar.
• Experience with "Progress Billing" or AIA (American Institute of Architects) billing formats.
• Experience with LMN software.