Accounts Receivable Clerk

Job Title: Accounts Receivable Clerk

Location: Bedford, New Hampshire
Employment Type: Full-Time
Compensation: $35,000-$41,000 DOE

Job Summary

The Accounts Receivable (AR) Clerk supports CS Contract Solutions' billing team by performing work order quality control (QC), preparing and submitting client invoices, maintaining QuickBooks records, and coordinating with the payroll team to ensure billing and pay data stay accurate and reconciled. This role requires close attention to detail, comfort working across multiple systems (PenguinData, VXField, Site Tracker, QuickBooks, Excel), and the ability to meet firm weekly deadlines that directly affect client billing and technician pay.

Key Responsibilities

Work Order Job QC

• Review technician-entered job codes and notes in PenguinData for accuracy, consistency, and completeness before billing is generated.
• Cross-verify all codes against VXField rather than relying on Penguin notes alone.
• Add missing technician notes, request them from the manager or technician when unavailable, and re-QC the work order after any edit.
• Flag and properly document any trigger codes (F011, F012, PD/RU) and route them through the required approval process before QC is finalized.
• Leave clear, specific comments any time a code or quantity is added, removed, or swapped, and notify the state manager and subcontractor (if applicable) of the change.
• Escalate suspicious or excessive billing to the state manager, and further to leadership via email if unresolved.
• Confirm VPN connection, GL string, work order number, and next available invoice number before starting each invoice.
• Create and complete invoices in Site Tracker, entering all required fields (Project Number, Account Code, Cost Center, Unit of Measure, etc.) for each CapEx and OpEx line item.
• Create separate OpEx invoices for any trouble tickets included on a billing sheet.
• Verify the Total Invoice Amount matches supporting billing sheets before submitting for review.
• Enter matching codes, quantities, and invoice numbers into QuickBooks recurring transaction templates while cross-referencing Site Tracker.
• Confirm QuickBooks totals reconcile with Site Tracker line amounts prior to sending.
• Format and complete the Messages box per state/week ending convention, then save and send to CS ownership.
• Support generation of the weekly summary report (Total Jobs Billed Weekly – Tech) and build PivotTables to organize job code quantities by technician and date for payroll entry.
• Forward ride-along, sick, vacation, and training timesheets to the payroll team, and add technician amounts/market codes into PenguinData where applicable.
• Check for and resolve kickbacks (rejected billing items) during downtime, keeping the site tracker and draft invoices current.

Weekly Cadence

The AR Clerk role follows a structured weekly rhythm to keep QC, invoicing, payroll, and reporting current:

Sunday:
QC Thursday, Friday, and Saturday jobs from the prior week. For copper, complete the payroll sheet at the same time as QC.

Monday:
Complete QC for all prior-day work. Leave code F012 non-QC'd if manager approval has not been received. Add any per diems.

Tuesday:
Complete invoicing (QuickBooks & Site Tracker/quick invoice review) by 6:00 PM EST, plus QC for the previous day. Covers both CapEx and OpEx.

Wednesday:
Complete payroll by 5:00 PM EST, plus QC for the previous day. Check for kickbacks during any downtime.

Thursday:
Complete reviews by 5:00 PM EST, send out reports, and QC the previous

Qualifications

• High school diploma or equivalent required; associate degree in accounting, business, or related field preferred.
• 1+ years of experience in billing, accounts receivable, invoicing, or payroll support, ideally within a contractor, field services, or telecom environment.
• Strong Excel skills, including comfort building PivotTables and reconciling data across multiple reports.
• High attention to detail and comfort working against firm daily and weekly deadlines.
• Clear written communication skills for documenting QC changes and coordinating with technicians, subcontractors, and state managers.
• Ability to work independently while following documented standard operating procedures.

Core Values

All CS Contract Solutions team members are expected to embody:

• Honesty and integrity
• Attitude over skills
• Courage in communication
• Energy, effort, and execution
• Continuous self-improvement - "sharpen your axe"
  

Schedule: Full-Time (40 hours per week), Sunday-Thursday, 9 am – 5:30 pm

Compensation: $35,000-$41,000/year DOE