JOB SUMMARY

The Billing Specialist is responsible for the accuracy and timeliness of Benike's project billing across all contract types. Working primarily in Vista by Viewpoint, the Billing Specialist prepares and processes owner billings, reconciles contract values against billed-to-date and retainage, and supports the Accounting Manager through month-end close, reporting, and lien waiver coordination. This role requires precision, strong organizational habits, and the professionalism to manage owner and subcontractor relationships with confidence.

DUTIES AND RESPONSIBILITIES

Utilize Vista by Viewpoint as the primary system for preparing, posting, and tracking all project billings; maintain proficiency in Benike's accounting standards and procedures. Prepare and process all owner billings, including AIA/progress billings for lump sum projects, time & material (T&M) billings with supporting backup, and guaranteed maximum price (GMP) billings, in accordance with each contract's terms and billing schedule. Process, copy/scan, and distribute invoices through the appropriate channel for each owner (Vista-generated PDF, owner billing portal, or hard copy) and confirm receipt. Reconcile contract values, including approved change orders, against billed-to-date and retainage amounts; investigate and resolve variances. Post and maintain all billings in Vista, ensuring accurate coding and retainage calculation. Complete year-end inventory reconciliation and evaluation. Collaborate with the accounts payable specialist, project managers, and project coordinators on invoicing. Assist the Accounting Manager with special reports or studies requested by customers or leadership. Prepare the monthly builder's risk report. Provide support for monthly journal entries as needed. Track retainage across projects and prepare retainage release and close-out billings. Support the month-end billing close, including unbilled review and work-in-progress (WIP) reporting as directed. Coordinate lien waivers with owners, subcontractors, and suppliers as needed. Notarize documents as needed, including lien waivers and sworn construction statements. Prepare monthly shop material and equipment charges to projects for project manager review. Serve as back-up to accounts payable as needed. Maintain good relations with customers by responding to inquiries, including cordially managing difficult or emotional situations when they arise. Perform additional responsibilities as directed by leadership. Conduct business in an ethical and professional manner, keeping the interests of the Benike team above individual interests, and contribute to our culture of experience and knowledge sharing.

EDUCATION AND QUALIFICATIONS

Degree in accounting or finance preferred. At least two years of practical experience in a similar construction-billing position preferred, including AIA-style progress billing, T&M billing, and/or GMP billing. Strong interpersonal communication skills, including the ability to effectively manage stressful situations. Notary Public commission preferred, or the ability to obtain one within a defined period after hire. Ability to draft reports and business correspondence and present information to cross-discipline team members. Proficiency with Microsoft Office (Outlook, Word, and Excel), Vista by Viewpoint, and customer-directed billing platforms including, but not limited to, Kahua, Textura, and Coupa. Ability and willingness to learn additional industry-specific software.

CERTIFICATES, LICENSES AND REGISTRATION REQUIREMENTS

Valid state driver's license with an insurable driving record.

WORK ENVIRONMENT

This is an on-site position during training, with the possibility of hybrid/remote flexibility after successful completion of training, in accordance with company policy.

WHAT SUCCESS LOOKS LIKE

Invoices go out complete, accurate, on time, and never the reason a payment is delayed. Project managers and the Accounting Manager trust your numbers without needing to double-check them. Contract values, change orders, and retainage stay reconciled and current across every active project. Owners and subcontractors experience clear, professional communication, even in a difficult conversation. You are getting sharper and faster with every closeout, and it shows in the quality of your work.

GWC:

Benike uses the EOS Get It / Want It / Capacity framework to assess whether the right person is in the right seat. Leadership reviews GWC alongside Benike's core values and individual performance criteria in regular evaluations.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Retirement plan

Work Location:

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