Accounting & Billing Specialist

Position Summary

Willoughby Roofing & Sheet Metal, Inc. (WRSM) is seeking a highly organized, detail-oriented, and dependable Accounting & Billing Specialist to support the company’s daily accounting operations, construction billing, payment applications, invoicing, and financial recordkeeping. This position will be responsible for preparing and submitting accurate payment applications, managing customer invoicing, tracking outstanding receivables, assisting with accounts payable, and maintaining organized financial records for multiple roofing and sheet metal construction projects. The ideal candidate will have experience in construction accounting, strong organizational and communication skills, and the ability to manage multiple deadlines while maintaining a high level of accuracy.

Essential Duties & Responsibilities

1. Construction Payment Applications (Pay Apps)

Prepare, review, and submit monthly construction payment applications in accordance with contractual requirements and established billing schedules. Complete AIA G702/G703 forms and other contractor-specific payment application documents as required. Coordinate with Project Managers to verify percentage of completion, completed work, stored materials, approved change orders, and project billing amounts. Track monthly billing deadlines for all active construction projects. Maintain accurate records of submitted, approved, pending, and rejected payment applications. Prepare and track retainage amounts, including retainage release requests upon project completion. Coordinate with general contractors, owners, and project management personnel to resolve billing discrepancies. Ensure required supporting documentation, including lien waivers, schedules of values, and other contractual documents, is submitted accurately and on time.

2. Customer Invoicing & Accounts Receivable

Prepare and distribute customer invoices for roofing projects, service work, repairs, and other company operations. Verify invoice accuracy against service orders, purchase orders, contracts, and approved project documentation. Monitor accounts receivable aging reports and follow up on outstanding customer balances. Communicate professionally with customers regarding invoice questions, payment status, and outstanding balances. Track customer payments and assist with payment posting and account reconciliation. Identify overdue accounts and communicate collection concerns to management. Maintain organized electronic records of customer invoices, payment applications, and payment documentation.

3. Accounts Payable & Vendor Management

Review and process vendor invoices for materials, equipment, subcontractors, and company expenses. Verify invoices against purchase orders, delivery tickets, and other supporting documentation. Coordinate with Project Managers and purchasing personnel to resolve discrepancies in vendor billing. Assist with coding expenses to the appropriate project, department, or general ledger account. Monitor vendor statements and outstanding balances. Assist with preparing scheduled payments in accordance with company procedures. Maintain accurate vendor records, W-9 documentation, and applicable subcontractor payment records.

4. Project Accounting & Financial Tracking

Assist with tracking project costs, including labor, materials, equipment, subcontractors, and other job-related expenses. Coordinate with Project Managers to ensure expenses and invoices are assigned to the correct projects. Monitor project billing progress and identify discrepancies between completed work and amounts invoiced. Assist management with reviewing project profitability, billing status, and outstanding balances. Track approved change orders to ensure they are properly documented and included in billing. Support monthly financial reporting and accounting reconciliation processes. Maintain accurate financial information for active and completed projects.

5. Accounting Systems & Recordkeeping

Utilize QuickBooks and other company accounting, project management, and service management systems. Enter and maintain accurate financial information in company databases. Assist with reconciling invoices, payments, vendor accounts, and financial transactions. Maintain organized electronic accounting files and documentation. Prepare spreadsheets, reports, and financial summaries using Microsoft Excel. Identify opportunities to improve billing procedures, accounting accuracy, and administrative efficiency. Assist with month-end and year-end accounting activities as assigned.

6. Communication & Administrative Support

Work closely with the CFO, Project Managers, Service Department, and administrative personnel to ensure timely and accurate billing. Communicate with general contractors, subcontractors, vendors, and customers regarding accounting matters. Provide regular updates regarding outstanding pay applications, overdue invoices, and billing concerns. Maintain confidentiality of company financial information. Perform additional accounting and administrative responsibilities as assigned by management.

Required Qualifications

High school diploma or equivalent required. Minimum of 2 years of experience in accounting, bookkeeping, invoicing, or accounts receivable/payable preferred. Previous experience with construction billing or payment applications strongly preferred. Proficiency in Microsoft Excel, Word, and Outlook. Experience with QuickBooks or similar accounting software. Strong mathematical, organizational, and analytical skills. Excellent attention to detail and ability to identify discrepancies. Ability to manage multiple projects, priorities, and deadlines. Strong written and verbal communication skills. Ability to work independently while collaborating with multiple departments. Demonstrated professionalism, dependability, and confidentiality.

Preferred Qualifications

Experience working for a commercial roofing contractor, general contractor, or construction-related company. Familiarity with AIA G702/G703 payment applications and construction billing procedures. Experience with retainage, lien waivers, schedules of values, and change order billing. Knowledge of construction job costing and project accounting. Experience managing accounts receivable aging and collections. Associate degree or higher in Accounting, Finance, Business Administration, or a related field. Experience with construction management software and electronic billing platforms.

Key Performance Expectations

The Accounting & Billing Specialist will be expected to: Submit payment applications accurately and before established deadlines. Maintain timely and accurate customer invoicing. Minimize billing errors and prevent unnecessary payment delays. Proactively follow up on outstanding receivables. Maintain accurate financial documentation for each project. Communicate billing discrepancies promptly to appropriate personnel. Support accurate project cost tracking and financial reporting. Demonstrate accountability, attention to detail, and consistent follow-through.

Work Environment

This position is primarily office-based and requires extended periods of computer work, data entry, and communication with internal and external stakeholders. Occasional overtime may be required during month-end billing cycles or periods of increased workload.

Equal Employment Opportunity

Willoughby Roofing & Sheet Metal, Inc. is an Equal Opportunity Employer and is committed to providing a professional work environment free from unlawful discrimination and harassment.

Additional Information

This job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify job responsibilities based on business needs.

Pay: $25.00 - $35.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Paid training
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $25 - $35