Billing Administrator

Job Over JOB_ SUMMARY_

The Billing Administrator is responsible for the preparation of construction contract billings and related financial documentation and processes as a member of the Billing Group in the Accounting Department. Billing Administrator works with Project Management Teams, Contracts Department and Senior Management to ensure that all internal contract documentation, subcontractor required contract submissions, including but not limited to AIA-style payment applications, subcontracts, change orders, lien waivers, and other transmittals, are properly accounted for and processed timely with a particular focus on compliance issues to payment processing, including D/M/WBE and EEO requirements. Billing Administrator provides training and support to Billing Clerks.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES

• Role is a gatekeeper between project management and accounting departments.
• Manages Billing Calendar to track all project billings from draft through final submission to owner/client.
• Utilizes Viewpoint Construction Accounting / Project Management software to manage work.
• Prepares monthly project specific payment application folder to track projected revenues to costs.
• Works with project management team to finalize all contract change orders as well as subcontractor changes necessary to close to monthly billing cycle.
• Submits monthly payment application folder to Senior Management for review and approval.
• Works with accounting department personnel to provide accurate Accounts Receivable tracking and contract compliance information.
• Track lien notices of subcontractors, answer inquiries from vendors, maintain good communication with suppliers.
• Reviews, prepares, and/or coordinates the completion and submission of all documents required by the owner/client to complete a payment application including, but not limited to, subcontract certified payrolls, insurance submissions, minority participation forms, EEO utilization forms, and lien waivers. Uses third-party tracking software as required on a project-by-project basis.
• Processes Pending Change Orders into owner/client issued Approved Change Orders to maintain accurate contract values and to facilitate timely billing. This includes budget review for changes and change orders to existing subcontracts.
• Prepares Subcontract Application Worksheets and creates unapproved SL billings for processing to Subcontractors.
• Sends out or uploads final bill packages as required by the owner.
• Utilizes various on-line or third-party payment processing services, such as Textura.
• Supports work of Billing Clerks and provides process and system training as necessary.
• Reports to Billing Manager.
• Provides Administrative Support for Main Office functions as necessary
• All other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS

Minimum Associates Degree in Accounting or Business Administration and 4 years of paid construction accounting, contract or project administration experience. Fluency in construction accounting concepts including accruals, deferrals, and revenue/cost recognition is required. Must be highly organized and capable of handling 30 contracts on monthly basis. Effective time management skills and ability to work independently with exceptional efficiency. Ability to act as a “Push-Pull” with Project Management Teams in order to complete timely and accurate monthly billings. Must be able to clearly and concisely communicate information and concepts for both verbally and in writing for training and processing. Above average interpersonal skills are necessary for work with staff, client, and vendors. Must be exceptionally skilled at Microsoft Excel and computer billing systems, proficient in Microsoft Office, and knowledgeable of / adaptable to new computer software and technology. NYS Notary Public accreditation required.view

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $65,000 - $75,000