Billing Coordinator

We are seeking an experienced, detail-oriented Billing Coordinator to join our team and support the financial operations of a growing construction company. This individual will play a key role in managing customer billing, accounts receivable, collections, job costing, and financial reconciliations to ensure accurate invoicing and timely payments.

The ideal candidate has a strong background in accounts receivable and collections, understands project-based billing, and is comfortable reconciling labor, materials, equipment, and other job-related costs. Because this position works closely with repeat customers, we are looking for someone with a strong customer service mindset who can build relationships, resolve billing discrepancies, and maintain positive customer partnerships while keeping collections on track.

Key Responsibilities

• Billing & Invoicing: Prepare, review, and process customer invoices accurately and timely, ensuring billing aligns with project agreements, completed work, and supporting documentation.
• Accounts Receivable & Collections: Manage the full accounts receivable cycle, including monitoring outstanding balances, following up on past-due invoices, and maintaining consistent communication with customers to ensure timely payment.
• Aging Management: Review and maintain AR aging reports, identify delinquent accounts, prioritize collection efforts, and communicate payment issues or trends to management.
• Job Costing & Reconciliation: Reconcile labor, materials, equipment, and other project-related expenses against job budgets, work orders, and project records to ensure accurate cost allocation and billing.
• Financial Reconciliations: Reconcile company credit card transactions, receipts, expenses, and supporting documentation to ensure accuracy and proper coding.
• Customer Relationships: Serve as a primary point of contact for customer billing and payment questions, resolving discrepancies professionally while maintaining strong, long-term customer relationships.
• Discrepancy Resolution: Research billing errors, payment discrepancies, missing documentation, and disputed invoices; coordinate with internal teams and customers to resolve issues promptly.
• Recordkeeping & Reporting: Maintain accurate billing and AR records, prepare regular reports, and ensure documentation is organized and readily accessible.
• Cross-Functional Collaboration: Work closely with project managers, operations personnel, and other internal stakeholders to verify job details, confirm billable costs, and address outstanding account issues.
• Process Improvement: Identify opportunities to improve billing accuracy, streamline collections, and strengthen financial controls and administrative processes.

Qualifications

• Proven experience in accounts receivable, billing, and collections, with a strong understanding of the full AR cycle.
• Demonstrated experience managing customer accounts, following up on outstanding balances, and working with AR aging reports.
• Experience with job costing, project-based billing, and reconciling labor, materials, equipment, or other job-related expenses.
• Experience reconciling company credit cards, expense reports, and supporting financial documentation.
• Background in the construction industry or a related service-based industry, such as HVAC, plumbing, electrical, mechanical contracting, or other project-driven businesses.
• Strong customer service and communication skills, with the ability to balance professional, persistent collections efforts with positive customer relationships.
• Excellent attention to detail, organizational skills, and the ability to manage multiple priorities and deadlines.
• Strong problem-solving skills and the ability to research and resolve discrepancies independently.
• Proficiency with Microsoft Excel and accounting, billing, or ERP software.
• A consistent employment history demonstrating stability, reliability, and a commitment to long-term employment.