AP & AR Manager

Accounts Payable & Accounts Receivable Manager

Job Classification:Full time- Independent Contractor

Work Setting:Remote

Scheduling:US Business hours

About the Role

We are a rapidly growing HVAC contractor based in Brooklyn, New York, serving both commercial and residential customers throughout the New York City area. With approximately 65% of our work serving commercial property managers and the remainder serving residential homeowners, we are investing in our back-office operations to improve cash flow, customer communication, and operational efficiency. We are looking for a dedicated AP & AR professional to take ownership of our receivables and payables processes.

The Opportunity

We are seeking an experiencedAccounts Payable & Accounts Receivable Managerwho thrives on organization, persistence, and accountability. This role goes beyond traditional bookkeeping. You will own the day-to-day management of invoicing, collections, payment tracking, and vendor payments, serving as the primary point of contact for customers regarding outstanding balances. Success in this role means improving our cash flow through consistent follow-up, professional communication, and disciplined financial processes.

Responsibilities

Accounts Receivable
* Own the full accounts receivable process from invoice creation through collection.
* Generate and post invoices using QuickBooks Online and FieldPulse.
* Contact commercial property managers and residential customers regarding outstanding balances.
* Conduct collections primarily by phone, with supporting email communication.
* Maintain a structured collections cadence (15, 30, 45, and 90-day follow-ups).
* Coordinate accounts requiring external collections after 90 days.
* Maintain accurate customer payment records and notes.
* Reconcile customer accounts and investigate payment discrepancies.
* Prepare AR aging reports and provide visibility into outstanding balances.
Accounts Payable
* Process vendor invoices accurately and on time.
* Manage payment schedules and due dates.
* Reconcile vendor statements.
* Resolve billing discrepancies with vendors.
* Maintain organized financial documentation and records.
Process Improvement
* Improve internal billing and collection workflows.
* Identify opportunities to streamline AP/AR operations.
* Work closely with office leadership to improve cash flow and financial visibility.
* Maintain accurate reporting and financial data integrity.
Qualifications
* Experience:Proven experience in both Accounts Payable and Accounts Receivable.
* Communication:Comfortable making collections calls and having payment conversations; confident, persistent, and professional on the phone.
* Organizational Skills:Highly organized with exceptional attention to detail.
* Independence:Able to manage multiple priorities independently and proactive in solving problems.
* Remote Work:Comfortable working remotely with U.S.-based teams and customers.
Preferred Experience
* Previous AP/AR experience within a service-based business (HVAC, plumbing, electrical, construction, facilities, or similar).
* Experience working with commercial customers and property managers.
* Proficiency with:QuickBooks OnlineFieldPulse (or similar Field Service Management platforms like ServiceTitan, Housecall Pro, Jobber, or Service Fusion)Dialpad or similar VoIP systems.
* QuickBooks Online
* FieldPulse (or similar Field Service Management platforms like ServiceTitan, Housecall Pro, Jobber, or Service Fusion)
* Dialpad or similar VoIP systems.
* Strong understanding of collections best practices and aging reports.
Required Skills
* Excellent spoken and written English.
* Strong phone communication skills with a professional yet assertive style.
* Excellent time management.
* Strong customer service mindset.
What Success Looks Like (First 90 Days)
* Take full ownership of the AP/AR function.
* Implement a disciplined collections cadence across all outstanding accounts.
* Reduce aging receivables through consistent customer follow-up.
* Improve reporting accuracy and financial visibility.
* Strengthen cash flow to support business growth.