Job Details

Position Summary

The AR Operations Specialist is responsible for managing the full billing and AR lifecycle-from ensuring accurate time entry through generating invoices, analyzing billing data, and performing collections. This role supports efficient revenue operations by maintaining high quality data, producing accurate invoices, monitoring payment activity, and proactively managing outstanding receivables. The ideal candidate is detail oriented, analytical, and able to coordinate across teams to ensure accuracy and timeliness in all billing and AR processes.

Requirements

Key Responsibilities

Time Entry Management

• Monitor and manage daily/weekly employee time entry submissions to ensure completeness and accuracy.

• Review time for correct jobcoding, hours, approvals, and compliance with company guidelines.

• Follow up with employees and supervisors regarding missing or incorrect time entries.

• Prepare time entry reports for internal stakeholders and verify readiness for billing.

Data Analysis & Reporting

• Analyze time, billing, and AR data to identify trends, discrepancies, or process issues.

• Create and maintain Excel based reports, dashboards, pivot tables, and summaries for leadership.

• Track KPIs such as invoice accuracy, billing cycle time, DSO, aging trends, and collection effectiveness.

• Provide data driven insights to improve accuracy, efficiency, and cash flow.

Invoicing & Billing Operations

• Convert approved time entry data into accurate customer invoices according to contract terms.

• Validate rates, hours, materials, taxes, and supporting documentation before billing.

• Submit invoices through email, portals, or ERP systems and confirm receipt when needed.

• Maintain billing schedules for recurring, milestone based, or project based clients.

Accounts Receivable Ownership (Time Entry ? Invoicing ? Collections)

• Own the full AR process from initial time entry through final payment.

• Record and apply payments (ACH, checks, wires, credit card) accurately to customer accounts.

• Monitor aging reports and track outstanding receivables.

• Perform collections outreach through email/phone according to company policies.

• Resolve customer billing questions, disputes, or short payments.

• Maintain detailed notes and documentation in AR systems for audit trails.

• Escalate chronic delinquencies or payment risks to management with summarized findings.

Cross-Functional Collaboration & Continuous Improvement

• Work with Operations, Finance, and Project Management to ensure time, cost, and billing accuracy.

• Identify recurring issues in time entry or billing workflows and propose process improvements.

• Assist with month-end close activities related to billing, AR, and reconciliation.

• Support audits through accurate documentation and responsive communication.

Qualifications

Required

• 2+ years experience in billing, time entry management, accounts receivable, or related finance/operations roles.

• Strong proficiency with Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, SUMIFS, charts).

• Experience with ERP, accounting, or time tracking software (QuickBooks, NetSuite, Sage, Deltek, etc.).

• High attention to detail and accuracy in reviewing time and billing data.

• Strong written and verbal communication skills for employee follow ups and customer outreach.

• Ability to manage multiple deadlines in a fast paced environment

• Experience preparing AR or billing analytics reports.

• Familiarity with customer portals, billing workflows, or project/service based billing.

• Collections experience with professional and customer service oriented communication.

• Process improvement mindset with ability to standardize documentation and workflows.

Skills & Competencies

• Accuracy & detail orientation

• Analytical thinking and data interpretation

• Organizational and time management skills

• Professional communication and customer service

• Problem solving and reconciliation

• Ability to maintain confidentiality with financial data

• Systems proficiency and adaptability