Accounts Receivable Contract Specialist

About East Coast Facilities, Inc.

East Coast Facilities, Inc. (or “ECF”) is a leading provider of self-performed facility maintenance services, delivering high-quality solutions—including snow and ice removal, landscaping, and repair services—to commercial, industrial, and institutional clients across key U.S. markets. ECF is recognized for its employee-first culture and utilizes trained personnel, advanced technology, data-driven decision-making, and enterprise-level systems to consistently deliver safe, on-time, and on-budget results.

Position Overview

The AR Contract Specialist plays a critical role in the Customer Management team, sitting at the intersection of contract administration, customer billing, and accounts receivable operations. This position is responsible for ensuring new customer accounts are accurately set up across ECF's platforms, managing the full contract-to-invoice lifecycle across multiple service lines, and serving as a frontline point of contact for customer AR inquiries. The ideal candidate is highly detail-oriented, comfortable working across multiple software systems simultaneously, and capable of managing a high volume of transactions with accuracy and consistency.

Key Responsibilities

Customer Setup & System Administration

• Maintain all customer records in Sage Intacct ERP system and ensure data integrity and system alignment.
• Process Customer POs and PO revisions received.
• Communicate and liaison with Account Executives and Operations team members as needed.

Contract Management & Billing

• Review new Customer contracts generated and extract key billing information including amortization schedules, landscape terms, and seasonal snow billing parameters.
• Create and maintain contract invoices in Sage Intacct ERP based on contract terms across multiple service lines.
• Review, manage, process, and upload other invoice data files generated in our proprietary software and ensure accurate invoicing integration with Sage Intacct ERP system.

Customer PO Tracking & Reconciliation

• Review and track customer existing PO balances and reconcile customer invoices with PO balances.
• Monitor customer PO balance tracking and initiate follow-up with customers when PO uplifts are required.

AR Inbox & Customer Communication

• Manage the ECF AR email inbox and escalate customer disputes, complaints, or issues to the AR Manager in a timely manner.
• Serve as a responsive and professional point of contact for customer billing inquiries received through the AR inbox.

Qualifications

Required

• 3+ years of experience in accounts receivable, billing, and/or contract administration.
• Proficiency in ERP or accounting software; Sage Intacct ERP system experience is strongly preferred.
• Strong Microsoft Excel skills including data manipulation, reconciliations, and CSV file management.
• Demonstrated ability to manage high transaction volumes with accuracy and attention to detail.
• Strong written and verbal communication skills for professional customer correspondence.
• Ability to work independently, prioritize competing deadlines, and escalate appropriately.

Preferred

• Experience with field service management platforms.
• Familiarity with multi-service line billing environments (landscape, snow, project services).
• Experience in a facilities management, construction, or field services company.
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field.

What You'll Work With

• Sage Intacct — our primary ERP system
• Omnia Software — our proprietary contract, field operations, billing, CRM, etc. platform
• Microsoft Excel for reconciliations and CSV invoice uploads
• Adobe Acrobat for invoice preparation and supplemental attachment management
• Customer Portals like Vendor Café and Coupa

Compensation & Benefits

• Competitive salary commensurate with experience.
• Employee benefits include medical, dental, and vision insurance, company-paid life with AD&D insurance and short-term disability insurance, an Employee Assistance Program (EAP), voluntary supplemental insurance options (life, AD&D, critical illness, accident, and hospital indemnity), paid time off, paid company holidays, and 401(k) with company match.
• Full-time, in-office position based at ECF’s Home Office in Allentown, PA.

East Coast Facilities is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.