Billing Specialist

Job Overview Summary The Centralized Billing Specialist is responsible for the timely and accurate billing and collection of both project-based and service invoices across the organization. This role serves as a critical link between Operations, Project Management, and Finance, ensuring revenue is recognized accurately, customer accounts are maintained, and outstanding receivables are collected in accordance with contractual terms. The ideal candidate is detail-oriented, deadline-driven, a strong team player, and known for diligent, extensive follow-up until issues are fully resolved. Key Responsibilities Project Billing Generate and issue progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects. Review contract terms, change orders, and project documentation to ensure billings are accurate, fully supported, and submitted in compliance with customer requirements. Coordinate with project managers to confirm percentage of completion, approved change orders, and required lien waivers or compliance documents prior to invoicing. Maintain accurate billing schedules and ensure all projects are billed within established cutoff dates each month. Service Invoicing Convert completed service tickets, work orders, and dispatched calls into accurate customer invoices on a daily or weekly cadence. Review labor hours, material usage, equipment, and subcontractor costs for accuracy before releasing invoices. Apply correct pricing, tax treatment, and contract or warranty terms based on customer agreements. Resolve discrepancies between field documentation and billing records by working with technicians, dispatchers, and service managers. Collections and Accounts Receivable Monitor aging reports and proactively follow up on past-due invoices via phone and email. Research and resolve customer billing disputes, short payments, and deductions in coordination with project managers and operations teams. Escalate aged or at-risk receivables to the Accounts Receivable Manager and associated management. Submit invoices through customer portals (Textura, GCPay, Ariba, Coupa, etc.) and manage compliance documentation as required. Customer Service and Internal Coordination Serve as the primary point of contact for customer billing inquiries, providing prompt, professional, and accurate responses. Work collaboratively as part of the centralized billing team, sharing knowledge, covering for teammates when needed, and contributing to shared goals. Build strong working relationships with project managers, service coordinators, and operations leaders to ensure billing information is complete and timely. Maintain organized customer files, including contracts, certificates of insurance, W-9s, tax exemption certificates, and lien waiver documentation. Reporting and Compliance Assist with month-end close activities, including unbilled revenue review and AR reconciliations. Ensure compliance with sales tax requirements and customer-specific billing protocols. Identify process improvement opportunities to reduce DSO, improve invoice accuracy, and shorten the billing cycle. Qualifications Associate's degree in Accounting, Finance, Business, or related field, or equivalent work experience 2+ years of billing, accounts receivable, or collections experience, preferably in construction, security integration, MEP/trades, or a project-based services environment Strong proficiency in Microsoft Excel is required , including pivot tables, VLOOKUP/XLOOKUP, filtering, and formula-based reconciliations Demonstrated experience working in customer billing portals is required (e.g., Textura, GCPay, Ariba, Coupa, OpenInvoice, or similar) Exceptional attention to detail and a track record of catching errors before invoices are released Diligent, extensive follow-up skills — persistence in tracking down approvals, documentation, and payment until issues are fully resolved Proven ability to work effectively as part of a team , supporting teammates and contributing to shared department goals Strong written and verbal communication skills with a customer-service mindset Ability to manage competing deadlines across multiple project managers and customers Preferred AIA billing experience (G702 / G703 applications for payment) is a plus Experience with ERP systems such as Sage Intacct & Quadient for AR Knowledge of multi-state sales tax rules and tax-exempt billing Field service management software experience Key Competencies Attention to detail, diligence and persistent follow-through, teamwork and collaboration, ownership and accountability, organization and time management, professional communication, and a continuous-improvement mindset. Performance Metrics Success in this role is measured by billing timeliness (percentage billed within established cutoffs), invoice accuracy and rebill rate, days sales outstanding (DSO), aged AR over 60/90 days as a percentage of total AR, portal submission acceptance rate, and internal and customer satisfaction.

Pay:

$20.15 - $26.50 per hour

Benefits:

401(k) 401(k) matching Dental insurance Disability insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Life insurance Paid sick time Paid time off Parental leave Professional development assistance Referral program Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person