AR Specialist - Gil-Bar Industries

About us:

We believe HVAC is about a lot more than moving air. It’s about creating places where we can live our best lives and do our best work. We help design, install, problem-solve, and service the right custom HVAC solution for every building. We do it with the largest and most experienced team of degreed application engineers in the industry. In any given year, Gil-Bar takes on over 5k projects, completing roughly 40% of all custom HVAC work in the greater NYC area. Gil-Bar combines its unmatched engineering expertise and fully integrated service offering with a truly unique culture. 

Role: Accounts Receivable Specialist 

We are seeking a detail-oriented and organized AR Specialist to support daily, weekly, monthly, and closing accounting operations. This role is responsible for billing accuracy, invoice processing, accounts receivable support, sales team support, reconciliations, and cross-departmental communication to ensure timely and accurate financial transactions.

Responsibilities:

• Review vendor invoices posted to the accounting system from the previous day and follow up with sales representatives regarding customer billing and discrepancies.
• Prepare and process customer deposit invoices upon request
• Create and issue credit memos when necessary
• Adjust project billing records, including splits, change orders, and estimates
• Ensure posted invoices are accurately entered into the project system
• Support project accounting accuracy and compliance
• Provide backup support for payment processing when needed
• Send customer payment links and follow up on past-due requests
• Post Daily Cash Receipts Accurately to Accounting System and CRM
• Assist with collections and customer communication related to outstanding balances
• Generate and distribute accounts receivable aging reports to customers and Sales Team (monthly)
• Handle Customer Related Emails
• Assist with AIA billing entries and submissions to online portal
• Reconciliation of Customer invoices between Accounting and CRM
• Assist with intercompany accounts receivable reviews
• Assist the accounting team with ad-hoc billing and reconciliation tasks
• Other Accounting Functions as needed that align with the role

Requirements:

• Associate’s or Bachelor’s degree in Accounting or Finance
• 2+ years of experience in billing, accounts receivable, or accounting support
• Strong understanding of invoicing, reconciliations, and AR processes
• Proficient in Microsoft Excel and general office software
• Excellent attention to detail and organizational skills
• Strong communication and follow-up skills

Preferred Skills:

• Dynamics 365 Business Central Experience
• Experience with Project and AIA billing
• Intercompany accounting exposure
• Active Notary Public (State of NY)/Willing and eligible to obtain Notary Public Commission
• Ability to manage multiple deadlines in a fast-paced environment
• Team-oriented with the ability to work independently

Estimated compensation: $33.65-$36.06/hour with flexibility based on experience and skills.

Gil-Bar provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.