Contract AIA Billing Associate

About the Company

S.A. Comunale is a local industry leader in end-to-end mechanical, fire protection, and HVAC services with nearly 100 years of experience. We offer clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees—including 850 skilled tradesmen—across Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, we serve virtually every market sector and facility type.

Responsibilities

• Process customer invoices to support revenue growth while maintaining profitability and compliance.
• Create service billing sheets and distribute them to branches multiple times a month.
• Coordinate with the Contract Department and branches to obtain paperwork and resolve discrepancies.
• Review contracts/POs to verify contract prices and set up jobs and Schedule of Values in lump sum billing in TCMS as needed.
• Create, print, and post invoices in TCMS, All-Share, and Textura.
• Scan billing packets and credit memos into Doc Manager and send them to customers before billing deadlines.
• Post pencil jobs by the monthly calendar deadline for TCMS, Textura, GC Pay, and Procore billings.
• Verify billing requirements and documents needed for pay requests; follow up on missing information.
• Invoice using TCMS AIA documents, state documents, customer forms, and standard AIA documents; customize invoices as needed.
• Request closeout information from the Blue Print Room Associate as needed.
• Collaborate with Accounts Receivable Associates and customers to resolve issues, accounts, and paperwork in a timely manner.
• Maintain an updated log of customer emails and contact information in TCMS.
• Ensure accounts are balanced and all information is accurate and up to date.
• Research contact information or other items as directed by the Controller.
• Send pay applications and pencil copies of invoices for billing.
• Prepare waivers, affidavits, and sworn statements.
• Provide material or job information to contractors upon request.
• Request supplier waivers to complete billing processes and send them to customers.
• Verify final face amounts for accuracy and send retention letters as needed.
• Respond to a high volume of emails and inquiries regarding payment.
• Obtain missing paperwork from vendors and enter customer invoices on customer websites.

Requirements

• High school diploma or GED required.
• 5+ years of previous billing experience required.
• Business-to-business collections experience is a plus.
• Previous experience in the construction industry is a plus.
• Proven experience with Microsoft Office (Word, Excel, PowerPoint) required.
• Excellent customer service skills and a positive attitude required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results.
• Strong organizational skills and ability to follow up on tasks in a timely manner.
• Excellent written and verbal communication skills.
• Ability to prioritize in a fast-paced, multi-task environment.
• Basic business mathematical skills required.
• Ability to work with minimal supervision and effectively in a team environment.
• Commitment to company values and compliance with all operating policies and procedures.

Skills

• Effective communication, cooperation, and collaboration with employees, government agencies, customers, vendors, and suppliers.
• Proficiency in using computers, telephones, visual aid equipment, hand calculators, mailroom carts, and copiers/fax machines.
• Ability to understand simple math, financial reports, legal documents, memos, and business letters.
• Ability to write simple memos, summaries, and business letters.

Physical Demands

• Regularly required to sit, see, talk, walk, reach with hands and arms, and hear.
• Regularly required to use hands to finger, handle, or feel objects, tools, or controls.
• Specific vision abilities include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Sedentary work: exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or move objects. Involves sitting most of the time but may require walking or standing for brief periods.