AR Operations Coordinator

About BlackOx Capital

BlackOx Capital helps construction-related companies accelerate cash flow by improving how slow-paying receivables are tracked, followed up, documented, and resolved.

We work directly with client accounting and finance teams to support payment follow-up, account documentation, reporting, and receivables execution. Our goal is to help clients get paid faster while preserving customer relationships.

We serve companies in the construction economy, with a special focus on suppliers and distributors. Building material supplier experience is preferred, but not required.

Role Summary

The AR Operations Coordinator supports the daily operational workflow of BlackOx Capital's receivables recovery and cash acceleration work. This role is responsible for organizing invoice data, updating account records, tracking follow-up activity, preparing reports, supporting internal teams, and helping ensure client work is completed accurately and on time.

This is a detail-heavy role. The ideal candidate is organized, dependable, comfortable with spreadsheets and systems, and able to work with financial documents in a professional environment.

The AR Operations Coordinator is not expected to be the primary collector, but this role supports the people who are calling, emailing, analyzing, and accelerating receivables.

Key Responsibilities

• Organize and maintain client invoice lists, aging reports, account notes, and payment follow-up records.
• Upload, format, and track AR data across spreadsheets, CRMs, accounting platforms, or internal systems.
• Support AR Specialists, Cash Acceleration Specialists, Credit Analysts, and Client Success Managers.
• Maintain accurate documentation of account status, customer contact history, payment commitments, disputes, and next steps.
• Prepare weekly progress reports for internal review and client updates.
• Help track invoices by age, balance, customer, priority, follow-up date, payment promise, and escalation status.
• Coordinate schedules, reminders, and task lists for account follow-up activity.
• Assist with onboarding new client portfolios by organizing invoice data and account documentation.
• Identify missing information, incomplete account records, or documentation gaps.
• Support data cleanup and ensure client records remain accurate and current.
• Prepare status summaries for aged receivables, priority accounts, and pending follow-ups.
• Assist with client communication templates, internal notes, and account update packets.
• Coordinate with team members to ensure commitments are followed through on time.
• Maintain confidentiality of client financial information.
• Help improve operational procedures, reporting templates, and workflow systems.

Required Qualifications

• Minimum 2 years of experience in accounts receivable support, accounting operations, administrative coordination, finance operations, construction administration, billing support, or related work.
• Experience working with construction-related businesses, project-based billing, contractors, suppliers, or service companies.
• Strong organizational skills and attention to detail.
• Comfortable working with invoices, spreadsheets, customer accounts, and financial records.
• Working knowledge of Microsoft Excel, Google Sheets, Outlook, Gmail, and common business software.
• Ability to manage multiple tasks, deadlines, accounts, and follow-up schedules.
• Clear written and verbal communication skills.
• Ability to work with confidential financial information.
• Strong follow-through and documentation discipline.
• Professional demeanor when supporting client-facing teams.

Preferred Qualifications

• Experience with building material suppliers is preferred but not required.
• Experience with AR aging reports, invoice tracking, customer statements, payment notes, or collection support.
• Familiarity with ERP, CRM, accounting, or construction management systems.
• Experience supporting accounting, credit, collections, or finance teams.
• Knowledge of construction terms, purchase orders, job numbers, lien waivers, retainage, and project billing is helpful.
• Experience preparing operational reports or dashboards.

Core Competencies

• Organization.
• Accuracy.
• Documentation discipline.
• Follow-through.
• Financial record handling.
• Team support.
• Communication.
• Confidentiality.
• Time management.
• Process improvement.

Work Environment

This is a hybrid role requiring 2–3 days per week in office. The role involves regular use of spreadsheets, client files, CRM systems, accounting data, and internal workflow tools.

The AR Operations Coordinator must be comfortable working in a structured, deadline-driven environment where accuracy matters.

Benefits

• BlackOx Capital offers market-common benefits consistent with professional roles in the Seattle area, including:
• Medical, dental, and vision insurance.
• Flexible PTO.
• Paid holidays.
• Hybrid work schedule. 401(k) plan or retirement benefit access.
• Laptop and work tools.
• Professional development support.
• Twice-yearly performance bonus eligibility.
• Phone or technology stipend where applicable.

Equal Opportunity Statement

BlackOx Capital is an equal opportunity employer. We encourage qualified candidates with accounting support, AR operations, construction administration, supplier support, and finance coordination experience to apply.