Admin Billing Specialist

About the role

This is an in-office role where you'll play a key part in keeping projects running smoothly by ensuring work is accurately tracked, organized, and billed to our clients. You'll collaborate daily with field teams, supervisors, and accounting to review work logs, prepare invoices, and maintain accurate project records.

Responsibilities

• Review daily production reports, timesheets, and work logs to verify accuracy before billing
• Enter and maintain project data, labor hours, and production units in spreadsheets and internal systems
• Prepare, submit, and track client invoices based on completed work and contract requirements
• Reconcile billing, hours, and work documentation; resolve discrepancies with field teams and supervisors
• Set up new projects and purchase orders in the billing system and maintain contract files
• Support payroll coding by confirming time entries are aligned with job tasks and cost codes
• Maintain accurate spreadsheets and tracking tools for production, job costs, and invoicing schedules
• Create and organize project folders, records, lien waivers, permits, and closeout packages
• Communicate with field staff, accounting, vendors, and customers regarding project updates and billing inquiries
• Assist with accounts receivable follow-ups and help resolve outstanding invoice issues
• Prepare reports and provide administrative support to project managers and leadership
• Handle confidential information with professionalism and strong attention to detail

Requirements

• A high school diploma or equivalent required; an associate or bachelor’s degree is a plus
• Ability to pass pre-employment screening
• 2+ years of experience in project coordination, billing, accounting support, or administrative role (construction/telecom/utilities preferred)
• Strong Excel/Google Sheets ability (data entry, formulas, reporting)
• Comfortable working in-office daily and supporting field and accounting teams
• Excellent attention to detail and accuracy working with numbers and documentation
• Ability to read, understand, and process purchase orders, production reports, and time entry data
• Strong organization and time management skills with the ability to meet deadlines
• Clear and professional communication skills, both written and verbal
• Experience using project management or billing software preferred
• Reliable, dependable, and able to handle confidential information

Qualifications

No specific qualifications mentioned.

Skills

No specific skills mentioned.

Benefits

• Weekly Paychecks
• Paid Time Off, Parental Leave, and Holidays
• Insurance (including medical, prescription drug, dental, vision, disability, life insurance)
• 401(k) w/ Company Match
• Stock Purchase Plan
• Education Reimbursement
• Legal Insurance
• Discounts on gym memberships, pet insurance, and much more!

Pay

Not specified.

Schedule

Not specified.