Construction Billing Specialist

About the role

We are seeking a detail-oriented Construction Billing Specialist to support the billing and collection process for our window supply business. This position is responsible for ensuring that customer billings and construction pay applications are accurate, timely, and consistent with the terms of our contracts and customer purchase orders. This is not a traditional accounts receivable position. The ideal candidate will have experience with construction billing, pay applications, lien releases, contract administration, and change orders and will be comfortable working with general contractors, project managers, accounting teams, and internal operations personnel. A key part of this role is understanding the financial requirements of supply-only construction contracts and ensuring that our orders, billings, and supporting documentation align with the applicable contract.

Responsibilities

• Prepare and submit accurate and timely construction pay applications to general contractors and other customers in accordance with contract requirements and billing schedules.
• Review contracts, purchase orders, schedules of values, and related documentation to understand billing requirements, payment terms, retainage, and other financial obligations.
• Administers sales tax changes and manages customer reseller permits.
• Reconcile internal sales orders and project activity to customer contracts and purchase orders to ensure the value and scope of our orders agree with the contracted amount.
• Identify differences between contracted scope and actual orders and work with the appropriate internal teams to determine when a change order is required.
• Track change orders and ensure approved changes are properly reflected in contract values, schedules of values, billings, and accounts receivable.
• Prepare, execute, and track conditional and unconditional lien releases/waivers and other required payment documentation.
• Monitor retainage and ensure amounts are billed and collected when contract requirements have been satisfied.
• Maintain accurate records of pay applications, lien releases, change orders, contracts, purchase orders, and supporting documentation.
• Track outstanding receivables and follow up with customers regarding payment status, billing discrepancies, missing documentation, or other issues delaying payment.
• Research and resolve billing and payment discrepancies by working with customers and internal departments.
• Communicate professionally with general contractors, project accountants, accounts payable departments, project managers, and internal stakeholders.
• Maintain accurate aging information and provide updates regarding significant past-due balances or collection issues.
• Help improve processes and controls surrounding construction billing, contract reconciliation, and accounts receivable.

Qualifications

• 2+ years of experience in construction billing, accounts receivable, contract administration, project accounting, or a related role.
• Experience preparing and submitting construction pay applications; experience with AIA-style billing or similar construction billing formats is highly desirable.
• Working knowledge of lien waivers/releases, retainage, schedules of values, change orders, and construction payment processes.