AIA Billing Specialist

About the role

At Encore Fire Protection, we are proud to be the east coast's largest full-service fire protection company, serving over 90,000 customers from Maine to Louisiana. With a team of over 2,200 dedicated employees, we provide innovative, customized fire suppression, fire sprinkler, and fire alarm solutions that protect lives and properties every day. Our goal is to deliver superior experience to those who trust us to safeguard what matters most. We are passionate about continuous growth, innovation, and maintaining a culture that thrives on success and commitment to safety. Our mission? To be the best fire protection company the industry has ever seen.

Key Responsibilities

• Take ownership of billing for a large and active project portfolio.
• Prepare AIA documentation, keep contract details from wandering off, and make sure invoices go out clean, correct, and on time.
• Partner with project managers and clients to resolve billing discrepancies and prevent delays.
• Manage billing for a portfolio of more than 80 construction projects.
• Set up and maintain construction project records in SAGE, including contract changes and supporting documentation.
• Review contracts to identify key billing terms, line items, and requirements.
• Prepare, track, and organize lien waivers of all types.
• Monitor collections, follow up on outstanding invoices, and keep retention and change order approvals moving.
• Track and verify Certificates of Insurance for all relevant projects.
• Audit project completions to confirm accurate billing and collection of retainages.

What You Bring To The Table

• Two to three years of experience in AIA billing or construction project billing.
• A strong understanding of accounting principles and contract billing fundamentals.
• A high level of attention to detail and strong organizational skills.
• Proficiency in Microsoft Excel and billing or accounting systems.
• Experience with SAGE or similar ERP platforms.
• Excellent communication skills and comfort working cross-functionally.
• The ability to stay steady and accurate in a fast-paced environment.

What Will Make You Stand Out?

• Experience preparing lien waivers and tracking retainage in a structured system.
• Prior exposure to multi-state construction operations or specialty contracting.
• Familiarity with BI dashboards, reporting automation, or process improvement tools.
• Experience working closely with project managers or field operations teams.
• The ability to handle a high volume of active projects without losing accuracy.
• The ability to read a contract and immediately spot the handful of details everyone else misses.

About Encore

About At Encore, we're all about creating a culture where success is celebrated. We recognize that our work makes people's lives safer, and we reward those who contribute to our growth. Here's what you can expect:

• Competitive Pay: Hourly rate based on experience with a performance-based bonus opportunity.
• Tuition Assistance: Paid tuition for fire protection-related schooling needed to obtain licensing.
• Purpose-Driven Work Environment: We believe in working smarter, not harder. You'll be part of a culture that values results, and we empower our team to focus on impactful work.
• Swag: High-quality company swag and attire (t-shirts, hoodies, jackets) – at least twice a year.
• People-Focused Culture: We know our greatest strength is our people. That's why we've built a culture that encourages experimentation, learning, and improving together. You'll have the space to share your ideas and help shape a company that is constantly growing.
• Tools for Success: Access to leading-edge web-based productivity tools.
• Health and Wellness: Comprehensive medical, dental, and vision coverage to keep you and your family healthy.
• Retail Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.
• Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind.

EEO Statement

Encore Fire Protection is an Equal Opportunity Employer. Encore Fire Protection is an E-Verify Employer. As an EEO/AA employer, Encore Fire Protection considers applicants for employment without regard to, and does not discriminate based on gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.