Accounts Receivable Specialist - Service & Preventative Maintenance Collections

We make buildings work better. As the Northwest's leading mechanical contracting firm, we design, deliver, and service HVAC, plumbing, and automation system solutions for commercial buildings. With over 1,000 employees across 14 offices, there is a breadth and variety of work to keep you engaged and inspired.

We enjoy a well-respected history of exceeding our customers' expectations and executing with distinction. Our clients trust their toughest projects with our integrated teams, including:

• New Construction - Engineering, fabrication, and installation of mechanical systems for new projects following lean construction practices.
• Special Projects - Retrofits and mechanical repairs for existing buildings to improve efficiency.
• Service - Scheduled preventative maintenance ensuring tenant comfort and 24/7 emergency response.
• Building Performance - Control systems, fault detection, energy services, and remote monitoring.
• Performance Contracting - Sustainable Solutions - Acting as the Prime Contractor, we deliver design-build, energy-efficient solutions for private and public sector clients.

Collaboration - Diverse players, one team, a common vision. Collaboration is our foundation and critical to the success of the company. Every team member is valued and brings unique strengths to help us meet our shared goals.

Dedication - We are dedicated to personal and professional excellence. We execute with distinction by doing the right thing and following through on our commitments.

Safety - Everyone deserves a safe workplace. Safety is more than hardhats and boots-it's an attitude and the environment we create. Every day, everyone goes home to their families.

Community - We are proud to be part of MacDonald-Miller. We actively seek to build relationships and know each other as individuals. Together, we create an environment that is welcoming, caring, and trusting.

Innovation - We are committed to continuous, creative problem-solving. Innovation is how we stay an industry leader. We always strive to challenge and better ourselves.

Fun! - Take the work seriously, but never take ourselves too seriously. It's possible to be both serious professionals and good-natured people you enjoy working with. We strive to be both.

We're seeking a detail-oriented and proactive Accounts Receivable Specialist to join our Accounting Team, with a strong focus on Service and Preventative Maintenance contract collections. In this role, you'll manage the full collections lifecycle, support cash application processes, and build strong relationships with customers to ensure timely payments-particularly related to our service and maintenance agreements.

You'll play a key role in maintaining healthy cash flow, reducing outstanding receivables, and ensuring accurate documentation that supports operational and financial goals.

• Own the collections process for Service and Preventative Maintenance invoices by proactively contacting customers via phone, email, and mail to follow up on outstanding balances.
• Facilitate and process credit card payments, ensuring secure handling of payment information in compliance with PCI standards.
• Maintain strong aging metrics, targeting 45 days or less for assigned accounts and keeping 60+ day aging at or below 15% of total receivables.
• Partner with the Cash Application team to ensure payments-including credit card and ACH-are accurately applied, resolving discrepancies swiftly.
• Document all activity by maintaining thorough, up-to-date records of collections efforts, communications, payment commitments, and any service-related disputes.
• Investigate and resolve billing issues or disputes by collaborating cross-functionally with Service Account Operations Managers to address scope, contract, or scheduling discrepancies.
• Generate and analyze AR aging reports to identify service-related delinquencies and escalate issues as needed.
• Serve as a key customer contact for billing inquiries, payment status, and account reconciliation-providing excellent support for credit card payment options and service billing questions.
• Recommend process improvements to enhance efficiency, reduce billing cycles, and elevate the customer experience.
• Perform other duties as assigned by the Accounts Receivable Manager.

This role reports to Ewelina Szarkowicz - Accounts Receivable Manager, and is part of a collaborative, fast-paced Accounting Team working on a variety of initiatives to support our growing service business. You'll have broad visibility across the organization and collaborate closely with Service Operations, Sales, and Customer Support teams to ensure billing and collections processes align with both financial and customer service goals.

MacDonald-Miller Facility Solutions presently provides employee coverage for:

• Medical, dental, and vision for employees (coverage available for dependents for shared premium)
• 401k retirement plan including company matching
• Vacation and Sick Compensation (PTO), and Holiday Pay
• Disability income protection including short-term and long-term disability
• Employee and dependent life insurance
• Wellness Program
• Employee Assistance Program

Our Seattle HQ office (17930 International Blvd, SeaTac, WA 98188) offers easy access to the SeaTac International Airport, ample secured parking, and newly renovated office facilities - not to mention great views! Neighborhood amenities include an onsite deli, restaurants, and convenient freeway and airport access.

MacDonald-Miller Facility Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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