Accounts Receivable Specialist in Carrollton, Texas at Nationwide Auto Services Inc

POSITION SUMMARY
Nationwide Auto Services (NAS) is an automotive field services company delivering work order based projects across the United States and Canada, billing OEMs, logistics providers, ports, and dealer groups. The Accounts Receivable Specialist owns the complete order to cash cycle at the work order level: converting completed field work into accurate, defensible invoices, securing acceptance through customer accounts payable portals, applying cash, and managing collections. Because NAS crews travel to job sites and incur significant travel, per diem, and pass through costs, the role also administers the travel and expense process end to end, ensuring every dollar of project spend is captured, coded, reviewed, and either recovered from the customer or correctly recorded. This is a hands on position in a high volume, project billing environment where the quality of invoice and expense documentation directly determines whether a receivable is collected. The role prepares billing and administers expenses under the direction and review of the Controller.

ESSENTIAL DUTIES AND RESPONSIBILITIES
• Billing and Invoice Backup. Prepare and issue customer invoices by work order and sub job from timecard, per diem, and pass through expense data. Assemble supporting backup workbooks (weekly hours detail, per diem days, reconciliations, and exception logs) to the standard each customer requires, ensuring every invoice line traces to source documentation before it is released.
• Cash Application. Apply customer payments in QuickBooks Online with accurate work order and customer job coding. Research and clear short pays, deductions, and unapplied cash on a weekly basis.
• Collections. Own the aged accounts receivable portfolio. Maintain a standing collections cadence on balances past terms, document every contact, and escalate as needed.
• Unbilled Revenue. Monitor accrued and unbilled balances and drive them to invoice. Flag work in progress that has aged past the point at which it should have been billed.
• Reconciliation and Close Support. Reconcile the accounts receivable subledger to the general ledger monthly, and prepare the accounts receivable aging with commentary for the close package.
• Customer Master and Setup. Maintain customer records, billing contacts, portal credentials , purchase order tracking, and payment terms. Coordinate new customer and new work order setup so that billing requirements are documented before the first invoice.
• Payable Email Management. Own the shared AP and billing inbox, triaging customer remittances, portal notices, and billing inquiries daily, routing or responding to each promptly, and logging items against the correct work order so nothing affecting billing or collections is missed.
• Cross Entity Billing. Support intercompany and Canadian entity invoicing under Controller direction, including correct entity attribution and tax treatment on cross border work.
• Receipt Capture and Documentation. Ensure receipts and supporting documentation are captured for every project expense at the point of spend, follow up promptly on missing or incomplete receipts, and administer the expense platform (for example Ramp or comparable) so that transactions, receipts, and memos are matched with a clean trail from receipt to work order to invoice.
• Expense Coding. Code all project and travel spend to the correct general ledger account, work order, sub job, and customer job, distinguish billable pass through costs from non billable and internal costs, and apply the correct billing treatment (bill at rate, bill at cost, or do not bill) based on the governing customer contract.
• Spend Review and Control. Review corporate card and reimbursable spend for policy compliance, reasonableness, and proper documentation before it is approved, coded, or billed; match receipts and vendor invoices to billable project costs and confirm each item is contractually reimbursable, escalating unmatched or questionable items rather than billing them; and reconcile the corporate card and expense clearing accounts monthly.

SUPERVISORY RESPONSIBILITIES
This position has no direct reports. It coordinates closely with field operations, payroll, and the Controller, and interacts directly with field staff on travel and expenses and with customer accounts payable and procurement contacts.

REQUIRED QUALIFICATIONS
• Three or more years of accounts receivable, billing, or collections experience, preferably within construction, staffing, field services, logistics, or another project or job cost environment.
• Experience administering travel and expense processes, including receipt capture, expense coding, and review of corporate card or reimbursable spend.
• Advanced Excel proficiency, including lookups, pivot tables, and the ability to build and audit a multi tab billing workbook.
• Working knowledge of QuickBooks Online Advanced or a comparable ERP system.
• Demonstrated commercial collections experience, including direct customer contact.
• Consistent accuracy on detailed work under monthly close deadlines.

PREFERRED QUALIFICATIONS
• Experience with Ramp, ConnectTeam, Airtable, or comparable time, expense, and spend management platforms.
• Experience billing large OEM, port, or third party logistics customers through accounts payable portals such as Coupa, Ariba, Tungsten, or SAP Fieldglass.
• Familiarity with time and materials and staffing billing constructs, including regular, overtime, and double time rates, per diem, mileage, and travel.
• Experience coordinating multi site or crew travel and administering a corporate travel policy.
• Exposure to intercompany billing or cross border invoicing into Canada.
• Associate degree or higher in accounting or business.

KEY COMPETENCIES
• Investigative instinct: the ability to trace a disputed line or an expense back to a timecard, receipt, or booking and resolve it.
• Diligence in cost capture, so that no reimbursable dollar is missed and no expense goes unsupported.
• Professional persistence in collections and in chasing missing receipts, without damaging customer or employee relationships.
• Clear written documentation, since every write off, credit memo, aged balance, and expense exception requires a defensible trail.
• Sound judgment and a habit of flagging problems and out of policy spend early rather than absorbing them.

PERFORMANCE MEASURES
Performance in this role is evaluated primarily on the following measures:
• Days sales outstanding (DSO) and the balance of accounts receivable aged over 90 days.
• Percentage of invoices issued within the target window after period end.
• Completeness of expense capture: percentage of project spend with compliant receipts and correct coding, and value of reimbursable costs recovered versus leaked.
• Timeliness of receipt collection and expense coding relative to close deadlines.
• Unapplied cash at month end and unbilled balances aged past the billing threshold.
• Rebilling rate arising from customer disputes.