Construction Billing Supervisor

If you know your way around an AIA pay application and you like being the person who makes sure the money comes in clean and on time, this is your seat. FSS Technologies is growing fast, and construction billing is where our cash flow lives or dies. As Construction Billing Supervisor, you own the full AIA billing cycle — schedules of values, progress billings, change orders, retainage, lien waivers, and closeout — and you lead the three people who keep job setup and customer accounts accurate behind it. You will have real authority over how the work gets done, direct access to project managers and operations leadership, and the chance to build a billing process that scales with a company that keeps adding branches.

About the role

The Construction Billing Supervisor is a working supervisor responsible for all construction and contract billing at FSS Technologies, with primary ownership of AIA billing documentation from contract award through final release of retainage. This position directly supervises a team of three, consisting of Customer Management Team (CMT) Associates and Job Entry Associates, and is accountable for the accuracy, timeliness, and compliance of every pay application, lien waiver, and job record the team produces. This is a hands-on leadership role. The Supervisor prepares and reviews the most complex billings personally, sets the standards and deadlines the team works to, and is the escalation point for general contractors, project managers, and internal partners when a billing issue needs to be resolved. Success in this role is measured by billings going out complete and on schedule, payments arriving without avoidable delay, and a team that is trained, consistent, and accountable.

Responsibilities

• AIA and Contract Billing
  • Prepare, review, and submit all AIA billing documents, including G702 Application and Certificate for Payment, G703 Continuation Sheet, G701 Change Order, G704 Certificate of Substantial Completion, G706 and G706A Contractor's Affidavits, and G707 Consent of Surety.
  • Build and maintain the schedule of values for each construction project in coordination with project management and operations.
  • Calculate and bill percentage of completion, stored materials, approved change orders, and retainage in accordance with the terms of each executed contract.
  • Track retainage balances by project and pursue release at substantial completion and final closeout.
  • Meet every general contractor and owner billing deadline, including cutoff dates, required portals, and required backup documentation.
  • Reconcile billed-to-date against contract value and approved change orders, and resolve variances before submission.
  • Review executed contracts and subcontracts for billing terms, retainage percentage, payment terms, notice requirements, and required forms, and set the billing file up accordingly.
• Team Leadership and Supervision
  • Directly supervise a team of three, consisting of CMT Associates and Job Entry Associates, including assigning and directing daily work.
  • Interview candidates and make hiring, promotion, compensation, discipline, and termination recommendations for direct reports.
  • Train direct reports on FSS Technologies billing policies, systems, lien waiver procedures, and customer service standards, and document that training.
  • Set daily and weekly priorities, approve time worked and time off requests, and manage coverage so billing deadlines are met.
  • Conduct performance check-ins and annual performance reviews for direct reports, and address performance and conduct issues promptly in partnership with Human Resources.
  • Review the team's work for accuracy before it leaves the department, and provide correction and coaching when errors are found.
• Job Setup, Systems, and Records
  • Oversee job and project setup in NetSuite, including contract value, schedule of values, billing terms, and customer records, and confirm accuracy before billing begins.
  • Maintain the integrity of customer, contract, and project data across NetSuite and other FSS Technologies systems.
  • Identify recurring billing errors or process gaps and implement corrections, including written procedures where none exist.
  • Recommend improvements to billing workflow, system configuration, and reporting to the Director of Customer Management.
• Lien Waivers, Compliance, and Documentation
  • Oversee the preparation, execution, and distribution of conditional and unconditional lien waivers, both partial and final, for the company and its subcontractors and suppliers.
  • Ensure statutory notice and lien preservation documents are prepared and delivered within the deadlines required by the state where the project is located, including Michigan Notices of Furnishing and Sworn Statements and comparable requirements in Minnesota, Illinois, Indiana, North Dakota, and South Dakota.
  • Collect and maintain the compliance documents required for payment, including certificates of insurance, W-9s, bonds, and vendor and subcontractor agreements.
  • Maintain complete, organized, and auditable billing files for each project.
• Collections, Reporting, and Cross-Functional Work
  • Monitor accounts receivable aging for construction accounts and drive collection of past due balances, escalating to the Director of Customer Management when necessary.
  • Serve as the primary billing contact for general contractors, owners, and internal project managers, and resolve disputes and short pays.
  • Produce and deliver billing, unbilled work in progress, retainage, and aging reports to management on the required schedule.
  • Partner with project management, operations, and accounting on month-end close, revenue recognition support, and work in progress review.
  • Perform other duties as assigned that are consistent with the scope and level of this position.

Requirements

• Three or more years of construction billing experience, including hands-on preparation of AIA pay applications.
• Working knowledge of schedules of values, percentage of completion billing, change order billing, retainage, and project closeout.
• Working knowledge of lien waivers and construction lien notice requirements.
• One or more years of experience leading, supervising, or formally training others.
• Proficiency in Microsoft Excel, including formulas, sorting and filtering, and pivot tables, plus Word and Outlook.
• Strong attention to detail and the ability to manage multiple project deadlines at once.
• Clear, professional written and verbal communication with customers, general contractors, and internal partners.
• High school diploma or equivalent.

Preferred Qualifications

• Experience with NetSuite, particularly project or job costing and billing.
• Associate or bachelor's degree in accounting, business administration, construction management, or a related field.
• Experience billing in the fire protection, electrical, mechanical, or specialty trade contracting industry.
• Experience with prevailing wage or certified payroll projects and their billing requirements.
• Experience with general contractor payment portals such as Textura, GC Pay, or Procore.
• Multi-state construction billing experience.

Physical Demands and Work Environment

This position operates in a professional office environment. The physical demands and work environment described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to remain in a stationary position at a desk and work on a computer for extended periods.
• Regularly required to operate a computer, keyboard, telephone, and standard office equipment.
• Regularly required to communicate by telephone, email, and in person, and to exchange accurate information.
• Frequently required to view a computer screen and read detailed documents and figures.
• Occasionally required to move about the office and to lift and move items weighing up to twenty pounds.
• Occasional travel to branch locations or job sites may be required.
• Extended hours may be required at month end, at billing cutoff, and during periods of high volume.

Benefits

• Medical, dental, and vision insurance.
• 401(k) retirement plan.
• Life insurance.
• Paid time off and paid holidays.
• Other ancillary products.

Pay

Salary range for this role is $50,000 to $65,000 annually, based on experience and qualifications.