Accounts Receivable & Billing Manager

Company: Red Seal Fire Protection Ltd.

Location: Windsor-Essex, Ontario

Employment Type: Full-Time, 40 Hours Per Week Reports To: President Compensation: $68,000–$80,000

About Red Seal Fire Protection

Red Seal Fire Protection is a growing commercial fire protection company serving customers throughout Southwestern Ontario. We provide inspection, service, repair, installation, and compliance services across fire sprinkler, fire alarm, fire pump, fire extinguisher, emergency lighting, backflow, hydrant, and special suppression systems .

We operate according to three core standards

Unimpeachable Character Unrivalled Craftsmanship Unparalleled Communication We are building a disciplined, accountable and scalable company. We expect our people to take ownership, communicate clearly, solve problems and produce measurable results.

The Opportunity

Red Seal Fire Protection is seeking an Accounts Receivable & Billing Manager to take complete ownership of the company’s billing-to-cash process. This is not a passive bookkeeping or data-entry position. The person in this role will ensure completed work is invoiced accurately and quickly, outstanding accounts are followed up consistently, billing issues are resolved promptly, and company leadership has complete visibility into receivables and cash collection. The successful candidate will be organized, assertive, commercially minded and comfortable holding both customers and internal team members accountable.

The objective is simple

Every completed job is documented, invoiced, collected and closed without unnecessary delay.

Primary Responsibilities

1. Billing and Invoicing Prepare and issue accurate customer invoices through QuickBooks Online/Build Ops and applicable customer billing portals. Ensure completed service work is invoiced within 24 hours of receiving complete job documentation. Review labour, materials, purchase orders, subcontractor charges, service notes and approved quotations before invoicing. Confirm that all billable labour, travel, materials, testing, permits, rentals and other recoverable costs are captured. Identify billing leakage, missing charges, unbilled work and discrepancies before invoices are released. Process recurring inspection invoices, deficiency-repair invoices, quoted work, time-and-material work and project billings. Prepare progress billings, Schedule of Values billings, statutory holdbacks, deposits, change orders and final invoices for construction projects. Coordinate with service staff, managers and technicians when documentation is missing or unclear.

2. Accounts Receivable and Collections Take ownership of the complete accounts receivable ledger. Review receivables daily and maintain accurate notes regarding every material outstanding account. Contact customers professionally and consistently regarding upcoming and overdue balances.

Follow Red Seal’s internal collection cadence

Follow up on missing purchase orders, disputed invoices, incorrect billing information, portal rejections and customer approval delays. Secure clear payment commitments and document promised payment dates. Escalate broken payment commitments immediately. Coordinate service holds for seriously delinquent accounts in accordance with company policy. Work directly with customers’ accounts payable departments, property managers, project managers and procurement teams. Prepare documentation for collection agencies, legal counsel or lien review when required. 3. Cash Application and Reconciliation Apply customer payments accurately in QuickBooks Online. Investigate unidentified payments, short payments, overpayments, credits and unapplied balances. Process approved credit memos and customer-account adjustments. Ensure the AR subledger agrees with accounting records. Assist with month-end AR reconciliation and reporting.

1. Customer Account Administration Establish new customer accounts and confirm billing contacts, payment terms, tax status, portal requirements and purchase-order procedures. Obtain credit-card or payment information for qualifying new service customers in accordance with company policy. Confirm approved credit terms before work begins. Maintain customer-specific billing requirements, including net terms, invoice formats, portal instructions and supporting-document requirements. Ensure customer information remains complete and accurate across Build Ops, QuickBooks Online and other company systems. Support customer credit reviews and recommend appropriate credit limits or payment terms. Identify customers who repeatedly create billing delays or administrative costs and recommend corrective action.

2. Internal Billing Discipline Hold technicians, coordinators and managers accountable for complete job closeout documentation. Reject incomplete billing files rather than guessing or issuing inaccurate invoices. Track recurring causes of delayed invoicing, including missing time, materials, signatures, purchase orders, reports and job notes. Produce a weekly exception report showing which jobs cannot be billed and why. Work with operations leadership to eliminate recurring documentation failures. Reinforce the standard: “If it is not documented in Build Ops or InspectPoint, it did not happen.” Help improve workflows between Build Ops, InspectPoint, QuickBooks Online and customer portals. Participate in developing and enforcing billing, collection and credit-control SOPs.

Additional Responsibilities

Depending on experience and workload, this position will also own or support: Customer credit applications and credit-limit recommendations Construction progress billing and holdback tracking Customer billing-portal administration Deposit tracking Credit-card-on-file administration Contract and purchase-order billing review Certificate of insurance and vendor-document coordination related to billing Revenue-recognition support and deferred-revenue schedules Month-end billing cut-off procedures Customer master-data quality Preparation of AR documentation for accountants and year-end review Identification of pricing, markup or billing leakage Documentation and improvement of financial-administration SOPs This position may eventually supervise a Billing or AR Administrator as the company grows.

Performance Scorecard

The Accounts Receivable & Billing Manager will be measured against clear outcomes, including: At least 95% of complete service jobs invoiced within 24 hours Zero completed jobs left unbilled without a documented reason Reduction in average days sales outstanding Reduction in AR over 60 and 90 days Weekly collection commitments achieved Customer-payment disputes acknowledged within 4 business hours All overdue material accounts carrying current collection notes Accurate weekly AR forecasting Complete month-end reconciliation delivered on schedule No preventable invoice rejections caused by missing documents or portal errors Targets will be established based on the company’s starting AR position and reviewed quarterly.

Required Experience and Qualifications

Three or more years of accounts receivable, billing or collections experience Experience independently managing a material AR ledger Strong knowledge of invoicing, payment application and customer-account reconciliation Experience with QuickBooks Online or a comparable accounting system Strong Microsoft Excel or Google Sheets skills Excellent written and verbal communication Ability to have direct, professional conversations about money High attention to detail without becoming slow or indecisive Strong follow-through and personal organization Ability to manage competing deadlines and large volumes of open items Demonstrated discretion when handling confidential financial information Preferred Qualifications Five or more years of progressive AR or billing experience Experience in construction, mechanical contracting, fire protection, electrical, HVAC, plumbing or field service Experience with progress billing, Schedule of Values, holdbacks and change orders Familiarity with Ontario construction billing and lien deadlines Experience using QuickBooks Online, Jobber, BuildOps, ServiceTitan, InspectPoint or similar systems Experience with customer procurement and invoice-submission portals Previous responsibility for collections reporting, cash forecasting or credit control Experience creating or improving billing and collection procedures Who Will Succeed in This Role The right person: Treats company cash as if it were their own Does not avoid uncomfortable conversations Follows up when others stop following up Is friendly but not passive Notices missing information before it becomes a problem Communicates problems with proposed solutions Understands that invoicing is not complete until the invoice is accepted by the customer Understands that a sale is not financially complete until the money is collected Can enforce standards without creating unnecessary drama Works with urgency while maintaining accuracy Values accountability, discipline and continuous improvement Who Will Not Succeed in This Role This role is not suitable for someone who: Waits to be told what to do next Is uncomfortable contacting customers about overdue balances Accepts vague answers or repeated payment delays Avoids holding coworkers accountable for missing documentation Treats billing as basic data entry Requires constant supervision Conceals mistakes or delays Prioritizes being liked over protecting the company Allows unresolved items to accumulate What Red Seal Offers A meaningful leadership role in a growing Ontario company Direct access to company leadership Clear performance expectations and decision-making authority Opportunity to build and improve the company’s billing-to-cash system Career path toward Senior AR Manager, Accounting Manager or Controller-level responsibilities Competitive salary and performance-based compensation Benefits and paid vacation in accordance with the company’s employment package