Billing Specialist /

Project Administrator Location :

New York City Area Department:

Finance /

Accounting Reports To :

Accounting Manager /

Corporate Controller Employment Type :

Full-Time Position Summary The Billing Specialist and Project Administrator is responsible for supporting the accurate and timely billing of construction and infrastructure projects. This position serves as a key link between project managers, field supervisors, customers, vendors, and the accounting team to ensure that all documentation required for billing is complete, approved, and properly maintained. The role will have particular responsibility for customer billing documentation, labor and material tracking, timesheet administration, purchase order coordination, and project recordkeeping. The ideal candidate is highly organized, detail-oriented, comfortable following customer-specific billing requirements, and able to proactively follow up with both internal and external stakeholders. This position will be partly in office and at times at the site in a job trailer with the team. Key Responsibilities Project Billing & Customer Coordination

• Coordinate the billing process for assigned construction and maintenance projects.
• Gather and review timesheets, labor records, material invoices, equipment charges, and other supporting documentation.
• Prepare weekly labor and material recaps for submission to customers.
• Obtain required customer approvals, signatures, purchase orders, and other billing authorization.
• Prepare supporting documentation and draft billing packages for review and invoicing.
• Coordinate with the accounting team to ensure approved billing packages are entered and invoiced accurately and timely.
• Maintain organized project billing files and supporting documentation.
• Follow up proactively on outstanding approvals, POs, timesheets, or other items that could delay invoicing. Time & Material / Unit-Based Billing
• Collect field timesheets and verify that project location, work performed, labor hours, and descriptions are properly documented.
• Submit documentation to customers for approval and track outstanding approvals.
• Prepare weekly labor recaps based on approved field documentation.
• Collect vendor invoices associated with reimbursable materials and equipment.
• Compile material/equipment documentation and obtain customer approval before billing.
• Coordinate customer-issued POs with the appropriate billing documentation. Lump-Sum & Progress Billing
• Coordinate monthly billing documentation with project supervisors and project managers.
• Obtain and maintain customer-approved performance statements and other required billing support.
• Review project documentation for completeness before submitting billing packages to accounting.
• Track billing requirements and deadlines across multiple active projects. Change Orders & Out-of-Scope Work
• Maintain documentation supporting approved change orders and out-of-scope work.
• Ensure additional work is properly identified on customer billing documentation and performance statements.
• Coordinate with project management to make sure approved additional work is captured in billing and not missed. Project Administration
• Maintain organized electronic project folders containing contracts, POs, approved timesheets, billing support, vendor invoices, customer approvals, and related correspondence.
• Assist project managers and field supervisors with administrative and documentation requirements.
• Maintain billing trackers and provide visibility into outstanding approvals and unbilled work.
• Help identify documentation or billing issues before they result in delayed collections.
• Assist with customer-specific portals, forms, and billing requirements.
• Support accounting and project management with other administrative responsibilities as needed. Qualifications
• 5+ years of billing, project administration, accounts receivable, or construction administration experience preferred.
• Construction, electrical, infrastructure, utility, or specialty contracting experience strongly preferred.
• Experience working with time-and-material, unit-price, and/or progress billing is a plus.
• Strong Microsoft Excel, Outlook, and PDF/document-management skills.
• Experience with ERP/accounting systems; Trimble Spectrum experience is a plus.
• Ability to manage a high volume of documentation across multiple projects.
• Comfortable communicating directly with customers, project managers, field supervisors, vendors, and accounting personnel.
• Ability to independently follow up on outstanding items and drive billing documentation to completion
• Knowledge of Union Payroll preferred

Pay:

$65,000.00 - $100,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid sick time Paid time off Vision insurance

Work Location:

In person