Construction Billing Specialist

We are a full-service mechanical contractor providing customers in the commercial, residential, and industrial sectors with innovative, energy-efficient heating and air conditioning services, automation and controls, industrial piping, new construction design and installation, and maintenance and replacement services.

Job Summary

Newcomb and Company has a long history of providing excellent HVAC and Plumbing service to Raleigh, Wilmington, and surrounding areas.

#newcomb

The Construction Billing Specialist supports the financial and project management teams by preparing accurate, timely, and compliant billing for HVAC construction projects. This role ensures contract terms are followed, documentation is complete, and customers receive invoices that reflect the progress, labor, materials, and change orders associated with each project. The specialist works closely with project managers, accounting, and customers to resolve discrepancies and maintain healthy cash flow.

Essential Duties & Responsibilities

Billing & Invoicing

• Prepare and submit monthly progress billings (AIA, schedule of values, T&M, milestone billing) based on project contract requirements.
• Review job cost reports and coordinate with project managers to confirm percent-complete and billable amounts.
• Gather and validate supporting documentation (lien waivers, certified payrolls, supplier receipts, change orders, etc.) before billing submissions.
• Maintain billing schedules and track retainage for all construction projects.
• Process billing adjustments, credit memos, and revised invoices as needed.
  
  

Financial Coordination

• Reconcile project costs with accounting records to ensure accuracy of billed amounts.
• Monitor accounts receivable for construction projects, follow up with customers on past-due invoices, and support collections efforts.
• Assist with month-end closing tasks related to revenue recognition for construction projects.
  
  

Project & Contract Administration

• Review contract terms to ensure billing aligns with customer agreements, including retainage, billing frequency, and documentation requirements.
• Track and process approved change orders for billing.
• Maintain organized records for each project, ensuring audit compliance.
  
  

Internal & External Communication

• Work closely with project managers, purchasing, and field teams to verify job progress and cost coding.
• Communicate with GC/AP departments regarding billing questions, submission portals, and required forms.
• Serve as an internal resource for construction billing processes and best practices.
  
  

Qualifications

• 2–4 years of construction billing experience (HVAC or mechanical contracting preferred).
• Strong knowledge of construction billing formats (AIA G702/G703, T&M, progress billing).
• Familiarity with lien waivers, certified payroll, and retainage.
• Proficiency in construction or service accounting software (e.g., Spectrum, Viewpoint, QuickBooks, ServiceTitan, Jonas).
• Strong Excel skills.
• High attention to detail and accuracy.
  
  

Preferred:

• Experience in the HVAC, mechanical, or specialty subcontractor industry.
• Understanding of project cost structure (labor, equipment, materials, subcontractors).
• Experience with NC general contractor billing requirements.
  
  

Key Competencies

• Strong time-management and organizational skills.
• Ability to interpret contracts and project documentation.
• Excellent communication and customer-service skills.
• Problem-solving mindset and ability to work independently.
• Highly dependable and confidential with financial information.
  
  

Physical Demands

• While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop and kneel.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting is required.
• Moderate noise.
• Ability to sit at a computer terminal for an extended period.
  
  

Work Environment

• Office-based with occasional visits to project teams.
• Standard business hours with flexibility during billing cycles.
  
  

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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Geographic Disclosure

• Onsite
• Raleigh, NC