Billing Specialist

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Billing Analyst– Seal Masters of Hawaii

Location: Oahu, HI 

Status: Full-Time, On-Site (ALL APPLICANTS MUST RESIDE ON OAHU) 

Pay: DOE

Seal Masters of Hawaii and Elite Construction are seeking a highly organized and detail-oriented Billing Analyst to own the monthly billing process. This position plays a critical role in ensuring complex construction billings are accurate, complete, properly supported, approved, recorded, and submitted to clients on time. 

This role is ideal for a professional who thrives in a fast-paced environment, can manage multiple invoices and deadlines at once, follows details through to completion, and communicates confidently across Accounting, Operations, Project Management, consultants, construction managers, and clients. The right person will bring strong judgment, persistence, and a process-improvement mindset to a billing function that continues to evolve as the companies grow. 

About Seal Masters of Hawaii 

Seal Masters of Hawaii has been a trusted leader in exterior building renovations since 1986. We specialize in restoring and protecting mid- and high-rise buildings across the state, with services including concrete repair, waterproofing, painting, sealant replacement, railing replacement, window and door replacement, and more. Our team is committed to integrity, safety, and delivering high-quality solutions designed for Hawai‘i’s unique environment. 

The Role 

This position owns the billing workflow from receipt of approved billing documentation through final client submission. The Billing Analyst will coordinate progress billings, schedules of values (SOVs), spall billing documentation, supporting measurements, additional work and change order backup, internal approvals, signatures/notarization, QuickBooks posting, client submission, and subsequent billing adjustments. The role serves as the central point of coordination between Operations and Accounting to keep every invoice moving, identify missing information or discrepancies, and maintain clear visibility into billing status and deadlines. The Billing Analyst is responsible for billing completeness, reasonableness, documentation, and process execution. 

Key Responsibilities  

• Own and manage the monthly billing process for Seal Masters of Hawaii and Elite Construction from receipt of approved billing documentation through final client submission 
• Maintain a master billing tracker showing each project/invoice, billing amount, status, outstanding questions, responsible party, approval status, and submission deadline 
• Review incoming billing packages for completeness, required Operations approvals, supporting documentation, and reasonableness before processing 
• Prepare progress billings, schedules of values (SOVs), spall billing documentation, one-page invoices, and other client-specific billing packages 
• Identify discrepancies, missing backup, unusual changes, or incomplete information and coordinate timely resolution with Operations and Project Management 
• Confirm additional work and change orders have the required authorization and supporting documentation before billing 
• Track and follow up on billing questions, measurements, revisions, and approvals to keep invoices moving and meet deadlines 
• Post finalized invoices accurately in QuickBooks and maintain complete billing records and supporting documentation 
• Route billing through required internal review and approval, including leadership review when applicable 
• Coordinate required signatures, notarization, and other client submission requirements 
• Submit invoices and supporting documentation to clients accurately and on time 
• Track post-submission revisions, construction manager or consultant comments, and prior-period adjustments, including changes occurring in subsequent billing cycles 
• Maintain a clear audit trail for each invoice, including approvals, revisions, backup, correspondence, and final submission 
• Participate in the weekly billing meeting, proactively identify invoices at risk of missing deadlines, and communicate outstanding action items 
• Partner with Operations, Project Management, and Accounting to improve, document, and standardize the billing process as the companies grow 
• Support implementation and ongoing improvement of billing tools, templates, workflows, and applications, including the spall billing process 
• Leverage AI tools such as ChatGPT and Claude to help streamline billing workflows, improve documentation, organize and analyze billing information, and identify opportunities to reduce manual steps and improve efficiency 

Qualifications 

• 3 years of billing, accounts receivable, project accounting, or related experience; commercial construction billing experience, including AIA progress billing, strongly preferred 
• Experience with progress billing, schedules of values (SOVs), change orders/additional work, retainage, supporting documentation, and billing adjustments preferred 
• Exceptional attention to detail and organizational skills, with the ability to track multiple invoices, deadlines, approvals, and outstanding items simultaneously 
• Strong follow-through and persistence in obtaining information, resolving questions, and moving billing to completion 
• Ability to review billing packages critically, identify inconsistencies or missing information, and ask appropriate questions 
• Strong time management and prioritization skills with the ability to work effectively under monthly billing deadlines 
• Excellent written and verbal communication skills and the confidence to coordinate across Operations, Project Management, Accounting, leadership, consultants, construction managers, and clients 
• Proficiency with Microsoft Excel and Microsoft Office; QuickBooks experience preferred 
• Working knowledge of AI tools such as ChatGPT and Claude, with an interest in using AI and automation to improve billing processes, workflows, and efficiency 
• Ability to learn new systems, applications, and client-specific billing requirements quickly 
• Process-oriented mindset with the ability to improve and document workflows, trackers, templates, and procedures 
• Reliable, accountable, and able to maintain accurate and confidential financial and project information 
• Team player with a service-oriented mindset who works collaboratively while maintaining clear ownership of assigned responsibilities 
• High integrity, sound judgment, and a strong sense of accountability 

What We Offer 

• Company-issued laptop 
• Full medical, dental, drug, and vision coverage for you and your family (Kaiser or HMSA) 
• 401(k) with 100% match up to 6% of salary (after 1 year) 
• $200 annual healthcare incentive for completing wellness visits 
• 11 paid federal holidays, including a fully paid Christmas  
• 10 days of paid vacation from day one (increases to 15 days after 5 years) 
• Annual Incentive Program (eligible after 1 year) 
• Monday–Friday Schedule