Construction Accounting & Billing Specialist

The Construction Accounting & Billing Specialist role is designed to support our project management team by ensuring that all deadlines are met with the highest degree of accuracy.  The role is responsible for billing customers for goods and services rendered according to contract terms and providing customers the required information to ensure timely payment. This role also serves as an auditor, ensuring that billings are accurate and that proper accounting procedures are followed.

Job Responsibilities/Accountabilities:

• Prepare payment requisitions for projects


• Coordinate with Project Managers to establish billing timing and procedures/progress billings.


• Follow-up to ensure payments are received on a timely basis.


• Works with Accounts Receivables and Customer to resolve receivable issues.


• Processes invoice credits & bills, as necessary.


• Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to-date.


• Maintain billing log and prepare retention billing at end of project


• Work with project managers to ensure billings are complete, accurate and timely


• Prepare payment requisitions for projects that require schedules of values and supporting schedules.


• Issue and post bills, receipts and invoices.


• Responsible for assisting in accurate and timely job setup


• Create, modify, and maintain job billing templates


• Enter change orders and ensure proper support is received and attached to the job profile


• Enter labor rate changes when applicable


• Complete job billings and pay applications timely and accurately with notarization as required


• Monitor job billing status to minimize underbilling


• Ensure job costs are coded properly and make corrections when needed


• Closely monitor AR aging reports (including retainage) to ensure collection efforts are successful


• Close out completed jobs and monitor for any future invoices to be applied


• Generate Billing and AR reports for review and analysis


• Rely on experience and judgment to manage daily tasks


• Attend cross-functional business initiative meetings as required


• Complete ad-hoc requests from management as needed


• Serve as backup to other areas within finance as identified

Supervisory / Budgetary / External communications responsibilities 

• Must be able to effectively communicate with external general contractors, customers, and subcontractors to ensure job receivables and retainage is collected timely and accurately.
  

Knowledge, skill and ability requirements (minimum competencies required for job performance)

• Must demonstrate a strong understanding of AR and Billing processes or similar job functions


• Strong verbal, written, and interpersonal skills.


• Ability to work in a fast-paced construction office environment


• Ability to organize and prioritize workload to meet closing deadlines with accuracy; accuracy is a must


• Knowledge of Microsoft Excel, Access, Word; ability to leverage technology to streamline processes


• Exceptional customer service skills and demonstrate the ability to be a team player


• The ability to multi-task and willingness to learn new systems and skills.

Prior work experience and educational requirements

• High School Diploma or GED is required.


• 3-5 years of experience as an Accounts Receivable or Billing Associate or equivalent role.


• Construction or Mechanical Service industry is highly preferred.


• Authorized as a Notary Public is highly preferred

Physical Demands

The physical demands are those associated with working in a typical office environment

NOTE:  This job description is not intended to be all-inclusive. The duties described may be changed or reassigned at the discretion of management, and the employee may be required to perform duties that are not listed in the job description.