Billing Specialist

Job Summary:

The Billing Specialist is responsible for preparing, reviewing, and processing a high volume of customer invoices with accuracy and timeliness. Working closely with the Controller, Project Managers, and Operations team, this role ensures that all billing activities align with project milestones, customer contracts, and company procedures. The ideal candidate will have strong attention to detail, excellent communication skills, and the ability to thrive in a fast-paced, deadline-driven environment.

Key Responsibilities

Invoicing & Progress Billing

• Manage AIA Billing: Prepare and submit full-cycle progress billings, including G702/G703 payment applications, based on project milestones or percentage of completion.
• Schedule of Values (SOV): Coordinate with project managers to enter and maintain the Schedule of Values in the accounting system to ensure accurate draw requests.
• Change Order Management: Track, and invoice approved change orders, ensuring they are properly integrated into the overall contract billing.
• Manage T&M/Service Billing: Coordinate with project managers to prepare and submit billings for service and quoted projects.
• Rate Verification: Verify that labor rates, material quantities, and equipment costs align with specific contract terms and prevailing wage requirements.

Contract Compliance & Documentation

• Lien Waiver Management: Generate and collect conditional and unconditional lien waivers for owners, subcontractors, and second-tier suppliers to facilitate timely payment.
• Retainage Tracking: Accurately bill and track retainage (retention) amounts withheld until project completion or specified milestones.

Accounts Receivable & Collections

• Payment Tracking: Monitor the status of outstanding invoices and maintain an accurate Accounts Receivable (AR) aging report.
• Collection Coordination: Proactively follow up with clients, developers, or general contractors regarding past-due balances and resolve payment discrepancies.
• Reconciliation: Perform regular reconciliations between billed amounts, payments received, and project job costs.

Internal Coordination & Reporting

• Project Liaison: Act as the primary link between project managers, the accounting department, and field staff to gather necessary documentation for smooth billing operations.
• Job Closeout: Assist in the final project audit, ensuring all final lien waivers, warranties, and closeout documents are submitted before final payment release.

Qualifications & Abilities

• Associate or bachelor’s degree in accounting, business, or related field preferred.
• 2 years of billing or accounting experience, ideally in construction, HVAC, or service-based industries.
• Familiarity with construction-specific billing methods like Lump-sum, Time & Materials (T&M), and Cost-plus.
• High level of accuracy in managing complex multi-page payment applications, contracts, billing rates, and legal documentation.
• Proficiency in Microsoft Excel is required. At a minimum, applicants are expected to be knowledgeable on standard excel functions (ie. Xlookups, sumifs, etc.) and PivotTables. General knowledge surrounding the remaining Office 365 suite is also preferred.
• Experience with construction ERP or accounting software such as Viewpoint Vista and Build-Ops.
• Experience with various third-party billing software such as Coupa, AIM, GC Pay, Corpay, Textura, etc.
• Ability to manage multiple priorities and meet tight deadlines.
• Strong written and verbal communication skills for interacting with internal teams and customers.
• High level of accuracy, accountability, and professionalism.

Work Environment & Physical Requirements

· Primary work area is a controlled office environment, requiring the ability to sit for extended periods of time.

Classification & Compensation

· The position is full-time, permanent and non-exempt.

· The pay range varies, depending on experience, skills, abilities, and length of service with the Company.

Pay: $28.00 - $33.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $28 - $33