Office Manager-AIA

Position Summary

The Office Manager will manage the full construction billing cycle including AIA billing, progress billing, change orders, retainage tracking, lien waivers, and project invoicing. This role also provides administrative and operational support across project teams and accounting functions to ensure smooth day-to-day workflow. The role works closely with Project Managers and Accounting to ensure accuracy, compliance, and timely processing of billing and project documentation.

Key Responsibilities

• Prepare and submit AIA billings and progress billings
• Generate customer invoices and maintain billing schedules
• Review contracts, purchase orders, and project documentation for billing accuracy
• Track and process change orders, retainage, and contract modifications
• Prepare and manage lien waivers and supporting documentation
• Monitor project billing status and outstanding receivables
• Partner with Project Managers to reconcile billing and project costs
• Assist with project closeouts and final billing
• Maintain accurate records within accounting and project management systems
• Respond to billing inquiries and resolve discrepancies
• Support month-end reporting and project financial reviews
• Provide general office and operational support to project and accounting teams

Qualifications

• 3 plus years of AIA construction billing experience
• Construction industry experience required
• Experience supporting multiple Project Managers or field teams
• Strong understanding of progress billing, retainage, and change orders
• Proficiency in Microsoft Excel
• Strong organizational and communication skills
• Ability to manage multiple priorities in a deadline-driven environment
• Strong attention to detail and problem-solving skills
• Preferred experience in commercial or specialty construction, electrical or mechanical contracting, job costing, project accounting, ERP or construction accounting software, and office administration or operations support

Compensation and Benefits

$70,000 to $100,000 base salary
401(k) with employer match
Comprehensive health benefits
Paid time off
Career growth opportunities within a stable and growing organization

Interview Process

One and Done
The organization is actively interviewing and moving quickly through the hiring process

Location

Newark, DE

Type

Permanent / Full Time

Application Deadline

June 22, 2026

Billing Functions

Billing Functions, Billing Collection, Billing Statements, Billing System, Computerized Billing, AIA Billing, AIA Documents, Job Cost, WIP - Work In Progress, Sage 100, Viewpoint Vista, Deltek, Construction Accounting, Lien Waivers

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