Service A/R Collections Specialist

Company Overview

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Position Summary

The Service Accounts Receivable (AR) Collections Specialist is responsible for managing the timely collection of outstanding accounts receivable across a portfolio of jobs and customers, including progress billings, retainage, T&M invoices, and service work. This role works closely with Service AR Billers and the Service AR Cash Application Specialist to ensure invoices go out accurately, payments are tracked and applied correctly, and past-due balances are proactively resolved in a job-cost / service environment.

Key Responsibilities

1. Collections & Portfolio Management

•  Manage collection efforts for an assigned portfolio of customers / jobs, including outreach via phone, email, and customer portals to secure payment on past-due invoices.

•  Monitor AR aging by job and customer; prioritizing collection activity based on balance, age, and risk.

2. Billing Coordination & Dispute Resolution

•  Coordinate with Service AR Billers to confirm invoices, pay applications, and supporting documentation (lien waivers, certified payroll, backup) were received and accepted by the customer.

•  Partner with the Service AR Cash Application Specialist to reconcile open balances, confirm payment status, resolve unapplied cash, and clear disputed or short-paid items.

•  Coordinate with Service AR Billers to resolve billing disputes, change order delays, back-charges, and other issues holding up payment.

•  Track and follow up on retainage balances and coordinate timing of retainage billing / release with Service AR Billers and customers.

3. Risk Management & Payment Protection

•  Identify accounts at risk of non-payment and escalate to management with recommendations (credit hold, lien rights, legal referral, etc.).

•  Support preparation of preliminary notices, notices of intent to lien, and mechanic's lien filings in coordination with legal/management, where applicable, to protect payment rights.

•  Assist in setting / reviewing customer credit terms and limits in coordination with the Service Controller / Service Credit Manager.

4. Reporting & Close Support

•  Document all collection activity and customer communication in the AR / collections system; maintain accurate notes and follow-up dates.

•  Prepare and distribute regular AR aging and collections status reports to management.

•  Support month-end close by providing updates on collection status, disputed items, and reserve/bad debt considerations.

•  Meet or exceed collection KPIs and targets established by management (e.g. DSO, past-due reduction, cash collected goals), report progress regularly.

Qualifications

• 2+ years of experience in collections or accounts receivable, ideally within construction, subcontracting, or project-based services.

•  Experience with job-cost/percentage-of-completion accounting environments a strong plus.

•  Familiarity with AIA billing (G702 / G703), schedules of values, retainage, and lien/notice requirements strongly preferred.

•  Proficiency in ERP / accounting systems (e.g. Sage 300 CRE, Viewpoint Vista, Procore,

  CMiC, or similar ERP); strong Excel skills.

•  Strong negotiation, persistence, and relationship-management skills when dealing with customer Accounts Payable (AP) departments.

•  Highly organized with the ability to manage a large, active portfolio of accounts and deadlines.

• Clear, professional written and verbal communication skills.

•  Associate or bachelor’s degree in accounting, Finance, Business, or related field (or equivalent experience).

•  Working knowledge of mechanic's lien laws, preliminary notice requirements, and payment compliance.

•  Experience with collections / credit management software or CRM-based collections tracking.

Benefits:

• Competitive pay based on experience.

• Health, dental, and vision insurance.

• Paid time off and holiday pay.

• Opportunities for professional development and certification assistance.

Equal Employment Opportunity:

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on 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.