Project Billing Specialist

About the Company

Founded in 1989 and headquartered in Sparrows Point, Maryland, North American Millwright Services (NAMS) is a privately held industrial services and solutions provider with more than 35 years of experience delivering high-quality, precision work. We specialize in fabrication, general contracting, heavy hauling, industrial maintenance, machinery installation, plant relocation, process piping and welding, rigging, and warehousing, supporting complex, mission-critical operations across a wide range of industries. NAMS operates throughout the Chesapeake region, including Delaware, Maryland, Virginia, and West Virginia, and continues to expand our geographic footprint and service capabilities beyond these areas. Our work combines skilled craftsmanship, modern equipment, and a strong safety-first mindset to deliver reliable, efficient results. As we grow, we remain committed to investing in our people, advancing our technical capabilities, and fostering a professional, team-oriented culture where employees can build long-term careers within a stable and expanding organization.

Company Website: namillwright.com

Benefits

• Medical, Dental & Vision Coverage
• Company-Funded Health Reimbursement Arrangement (HRA)
• 401(k) Retirement Plan with up to 8% Match
• 100% Company-Paid Life Insurance
• 100% Company-Paid Short & Long-Term Disability
• Employee Assistance Program (EAP)
• Referral Bonus Program
• Paid Time Off (PTO)
• Paid Holidays
• Ongoing Professional Training & Development
• Opportunities for Advancement

Job Summary

The Project Billing Specialist supports project-based billing within a multi-trade industrial services environment, including millwright, plant relocation, machinery installation, rigging, piping, welding, and electrical projects.

This role is responsible for preparing and managing complex job billings across multiple active projects, including AIA progress billings, time-and-material invoices, change orders, and retention tracking. The position works closely with project managers and operations to ensure invoices accurately reflect contract terms, approved schedules of values, job cost data, and project progress.

This is a project-driven billing role within a trades-based construction and mechanical setting — not a general accounts receivable position. The role reports to the Assistant Controller.

Duties and Responsibilities

• Prepare and submit project-based billings across multiple active industrial jobs, including AIA progress billings, time-and-material invoices, lump sum billings, and approved change order billings.

• Review job cost detail (labor, equipment, materials, subcontractor costs) prior to invoicing to ensure billings align with contract terms, approved schedules of values, rate sheets, and actual job performance.
• Track and manage retention receivable by job and customer in accordance with contract requirements.
• Coordinate directly with project managers to confirm percent complete, approved scope changes, billable quantities, and contract compliance before invoice submission.
• Assemble complete billing packages when required, including supporting documentation such as time detail, equipment logs, subcontractor invoices, lien waivers, or other customer-specific documentation.
• Post customer payments and apply cash receipts accurately by invoice and job, maintaining clean job-level accounts receivable records.
• Monitor accounts receivable aging reports and assist with collection follow-up in coordination with project management.
• Investigate and resolve billing discrepancies related to rates, quantities, contract terms, or scope changes.
• Maintain accurate job-level billing status, including open balances, retention held, and contract value tracking.
• Support month-end close by assisting with project billing reconciliations, contract balance reviews, and related reporting.
• Ensure all billings comply with customer contracts, client requirements, and internal accounting controls.
Provide additional accounting and administrative support to the finance team as needed.

Requirements & Qualifications

Required:

• Minimum 4 years of experience in project-based billing within a construction, mechanical, or trades-driven environment.
• Demonstrated experience preparing AIA progress billings and managing schedules of values (SOVs).
• Working knowledge of:
  • Time-and-material billing structures
  • Change order billing
  • Retention tracking (receivable)
  • Contract-based invoicing requirements
• Experience reviewing job cost detail (labor, equipment, subcontractors, materials) prior to invoicing.
• Ability to interpret customer contracts, rate sheets, and billing.
• Proficiency in Microsoft Excel, including reconciliation and invoice-level.
• Strong attention to detail and ability to manage multiple active projects simultaneously.
• Ability to work directly with project managers in a deadline-driven, field-oriented environment.

Strongly Preferred:

• Experience in millwright, plant relocation, mechanical, electrical, heavy civil, or specialty trade contracting environments.
• Experience with Foundation construction accounting
• Exposure to certified payroll documentation, lien waivers, or industrial client billing
• Associate degree in Accounting, Business, or Construction Management (or equivalent work experience).

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Ability to walk, sit, stand, balance, stoop, bend, push, pull, lift, and reach.
• Use of both hands; vision, hearing, and ability to communicate effectively.
• Ability to lift 25 pounds as needed

North American Millwright Services, Inc. is an Equal Opportunity Employer.