Billing Manager - AIA/ Pay Apps Experience Needed

Job Summary

The Billing Manager oversees a team of billing professionals responsible for ensuring accurate and timely invoicing across construction, hospitality, and service projects. This role is accountable for maintaining billing quality, ensuring documentation compliance, and managing first-level escalations. The manager focuses on reducing billing errors, rework, and disputes to support predictable cash flow and revenue realization. Collaborating closely with Sales, Field Services, PMO, and Accounting, the Billing Manager identifies root causes of billing issues, develops effective solutions, and drives continuous process improvements. Additionally, the manager will play a critical role in supporting the SAP rollout for billing processes and resources, particularly within the context of a dual-loading environment, to ensure a seamless transition and ongoing operational efficiency.

Key Responsibilities

• Lead and coach a team of billing professionals to ensure the delivery of accurate, on-time invoices with high first-pass quality standards
• Develop comprehensive knowledge of all aspects of billing to effectively support and guide the team, as well as provide expert assistance to internal and external customers.
• Monitor billing metrics, Service Level Agreements (SLAs), and Key Performance Indicators (KPIs) to identify areas for improvement, implement corrective actions, and uphold operational excellence
• Manage first-level escalations by resolving issues where possible and escalating matters with clear impact assessments and recommended solutions
• Collaborate with Sales, Project Management Office (PMO), Customer Operations, and Accounting to resolve upstream issues that affect billing readiness and revenue timing.
• Review credit and adjustment requests for policy compliance, documentation completeness, and root-cause analysis
• Maintain Standard Operating Procedures (SOPs), workflows, and controls documentation, ensuring consistency during process or system changes
• Ensure adequate billing coverage during peak periods and holidays while maintaining managerial oversight
• Lead candidate evaluation, recruitment, onboarding, and develop comprehensive training schedules for new team members
• Mentor and develop billing staff by providing guidance, support, and ongoing professional development
• Oversee attendance management, review and approve timecards, and handle PTO requests based on business needs, addressing attendance issues as necessary
• Coach team members based on billing opportunities and trends, creating actionable plans to address challenges and improve performance
• Provide leadership with clear, data-driven updates on team performance, risks, and emerging trends
• Drive continuous process improvement initiatives through technology enhancements and automation to optimize billing operations

Performance Accountability

• Invoice cycle time
• First‑pass invoice accuracy
• Compliance with all billing processes
• Billing‑related dispute, credit, and re‑bill rates
• Month‑end throughput and service‑level adherence

Required Skills & Experience

• Demonstrated leadership of a billing team (5 staff) in a high‑volume environment.
• Strong construction billing experience
• AIA billing knowledge with experience with change orders and account reconciliations.
• Understanding of various contract types (Lump Sum, Cost‑Plus, T&M)
• Ability to interpret contract language and apply it correctly to billing
• Solid understanding of the Order‑to‑Cash lifecycle and upstream/downstream impacts.
• Advanced Excel skills (lookups, pivots, and data analysis)
• Strong systems aptitude with experience working in ERP environments

Preferred Experience

• Medium‑to‑large construction project billing
• Familiarity with OCIP / CCIP processes
• Hospitality or service / installation billing
• Access control or door hardware project exposure

Systems

• ERP systems such as Dynamics AX, SAP, or similar
• Ticketing or work‑intake tools (e.g., ServiceNow, TeamWorks, TeamDesk)
• Workflow or tracking tools (e.g., Smartsheet)

Education

Bachelor’s degree preferred or equivalent relevant experience