Accounts Receivable Specialist

Job Title: Accounts Receivable Specialist Location: Cincinnati, OH (office-based) Employment Type: Full-Time Schedule: Monday through Friday, start time flexible between 7:00 AM and 8:30 AM Job Summary Ryan Fireprotection is seeking a detail-oriented Accounts Receivable & Collections Specialist to join our Cincinnati office.

This role's primary focus is managing collections and driving down past-due balances, with additional responsibilities supporting city license renewals, certificates of insurance (COI), and work order invoicing for our service line of business. This is a great fit for someone who is persistent, organized, and comfortable owning a portfolio of accounts from first follow-up through resolution.

Key Responsibilities

Collections (primary focus) Manage a portfolio of past-due accounts, initiating timely follow-up calls, emails, and written correspondence Track aging reports and prioritize outreach based on balance and delinquency Resolve billing discrepancies and disputes in coordination with sales, service, and project teams Negotiate payment plans and escalate unresponsive accounts per company process Maintain accurate, up-to-date collection notes and account status in the accounting system Report on collections progress, aging trends, and problem accounts to leadership City License Renewals Track renewal deadlines for contractor and business licenses across service jurisdictions Prepare and submit renewal applications and required documentation Maintain a renewal calendar and proactively flag upcoming deadlines Certificates of Insurance (COI) Process COI requests from customers, general contractors, and vendors Coordinate with the insurance broker to obtain updated certificates as needed Maintain organized records of active COIs and renewal dates Work Order Invoicing (Service) Review completed service work orders for accuracy and completeness Generate and issue invoices for service work in a timely manner Follow up with technicians or service coordinators on missing information needed to invoice Support month-end invoicing close as needed General Office Provides phone support, handling calls with professionalism and directing inquiries appropriately Manages incoming and outgoing mail Orders and maintains office supplies Performs other office duties as assigned Qualifications 2+ years of experience in collections, accounts receivable, or a related accounting/finance role Experience in construction, service-based, or trades industries is a plus Strong communication skills, particularly for firm but professional collections conversations High attention to detail and comfort managing deadlines across multiple recurring tasks (license renewals, COIs, invoicing) Proficiency with accounting/ERP software and Microsoft Excel Ability to work independently and prioritize a varied workload Physical/Work Environment Office-based role in Cincinnati, OH Standard office equipment and phone-based work for the majority of the day