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Billing and Collections Specialist - ONSITE

Billing and Collections Specialist - ONSITE

IVCI is a leader in Collaboration and Audio-Visual Integration industries. We provide solutions to corporate, educational, and government markets across the US and the world. Our services aim at achieving client goals by focusing on the desired end user experience. As a leader in the industry, we constantly adapt to new technologies and are looking for qualified individuals to join our growing team to support our efforts.

Job Summary:

The Billing & Collections Specialist is responsible for generating IVCi invoices in an efficient manner in addition to performing collections functions as associated with invoicing.   This position is required to work with the pertinent internal IVCi teams to help push projects to billing completion and collection of all outstanding invoices as needed. All training on IVCi internal systems will be provided by IVCi directly.     


Position Responsibilities:


  • Processing invoice and credit requests as submitted by IVCi’s various teams ensuring that all requests are professionally addressed by the team in an efficient manner by active monitoring of the billing que.
  • Understanding the AIA construction billing process and assisting with completing waivers, certified payroll requests, and payment applications as necessary.
  • Assisting with the AIA billing to ensure monthly deadline submissions are met.
  • Screening our monthly recurring invoices to guarantee that our billing is up to date before the close of each month. 
  • Working with internal IVCi teams to help overcome obstacles that may delay invoice creation.
  • Loading invoices on customer websites as required.
  • Ensuring the invoices match the client needs and can be easily paid. 
  • Working with the CFO to push billing internally to ensure IVCi meets monthly and quarterly financial goals by our deadlines.


  • Contacting customers to resolve open balances on the 91+ receivables. 
  • Ensuring complete and accurate interest calculations for delinquent customers.
  • Producing critical list reports for management review and possible submission to a collection agency or further legal action. 
  • Responding to inquiries received from internal leadership, departments, outside attorneys, and auditors.
  • Following up on communications to foster settlements and ensure ongoing payments over time.
  • Initiating, tracking and maintaining all records/files associated with collection activities for each account to include negotiated payment schedules, telephone call documentation and collection letters in the Q360 ERP system.
  • Managing cash application to ensure all daily cash receipts are applied properly in a timely manner. 
  • Gathering data from various sources (in-house databases, internet searches, social media, public records, etc.) to enable collections.
  • Researching discrepancies utilizing customer account history and past practices.
  • Developing relationships with clients to ensure open, positive communication and timely payments.
  • Maintaining receivables in a proper manner, keeping accounts as current as possible.
  • Liaising with Sales and Operations to resolve outstanding queries.
  • Working to reduce the credits on account.
  • Processing credit cards in our v-terminal and posting batches for payment. 

Other Duties

  • Monitoring the Finance Department’s shared AR Inbox ensuring responses to inquiries are rendered in a timely and detailed manner.
  • Assisting with credit checks and setting up new customers in our account software as a backup to our primary screener.
  • Entering notes into our Customer Database to help improve future order processing, invoicing and collections.


Required Qualifications:

  • 1 – 3 Years of AR Billing and Collections experience.
  • An understanding of the basic purchasing terms, billing terms and collections terms and contracts.
  • Microsoft Office proficiency and an understanding of formulas in Excel. 
  • Organization and attention to numerical detail and financial information.
  • Knowledge and understanding of commercial data/credit companies (D&B, etc.).
  • Experience with web-based accounting and ERP systems.
  • Critical thinking capabilities and ability to work well under pressure and meet deadlines in a high-volume environment; must have commitment to quality, process improvement and contributing to efficient operations.
  • Excellent verbal and written communication skills.  Proven presentation skills and the ability to communicate effectively with all levels of the organization. 
  • Must meet performance standards including attendance and punctuality.
  • Strong organizational and multi-tasking skills.
  • Very proactive work ethic, and the ability to adapt.
  • Confidence and maturity to enforce company policies.



IVCi is an Equal Employment Opportunity Employer. We encourage veterans, seasoned professionals, and those returning to the workforce from unemployment or planned breaks to apply.

Additional Info

Job Type : Full-Time

Job Function : Finance

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