Construction Billing & Accounting Manager

Primary Purpose

The Construction Billing & Accounting Manager is the financial backbone of the company, responsible for managing all aspects of construction billing, job cost accounting, and day‑to‑day financial operations for a growing plumbing subcontractor. This role ensures that every project is billed accurately and on time, that the company’s books reflect the true financial position of each job, and that our relationships with general contractors are supported by professional, timely, and compliant financial documentation.

We are looking for an experienced, construction‑savvy Construction Billing & Accounting Manager to own the full financial cycle of our plumbing subcontracting business. This is not a junior role — we need someone who understands how money moves in a GC/subcontractor relationship and who can manage everything from AIA pay applications and lien waivers to job costing, payroll, and month‑end close.

As Construction Billing & Accounting Manager, you will serve as the primary point of contact for all billing and accounting activity, working directly with ownership, project managers, and GC accounting departments. You’ll own the full AR cycle including preparation and submission of AIA G702/G703 pay applications, schedule of values management, and lien waiver processing. On the accounting side, you’ll manage AP, payroll, Quick Books, bank reconciliations, and month‑end close.

The ideal candidate has hands‑on experience in construction accounting — ideally with a plumbing, mechanical, or other trade subcontractor — and is highly fluent in the billing and compliance requirements that come with working for general contractors. You are organized, deadline‑driven, and confident managing multiple projects and billing cycles simultaneously.

Construction Billing & Accounts Receivable

• Prepare, submit, and track AIA G702/G703 pay applications to general contractors on a monthly billing cycle
• Build and manage the Schedule of Values (SOV) for each project in coordination with the Project Manager
• Track billing status across all active jobs and follow up with GC accounting contacts on outstanding pay apps
• Process and submit conditional and unconditional lien waivers in compliance with GC and owner requirements
• Manage the Receivables Tracker across all active jobs and projects, ensuring accurate aging and collections visibility
• Coordinate with Project Managers to verify percentage of completion and approved change orders prior to billing
• Process and track change order billing; ensure all approved change orders are captured in the billing cycle
• Receive, post, and deposit incoming payments; file all A/R invoices and deposit receipts
• Prepare and send preliminary notices and monitor lien rights deadlines as required by project

Job Cost Accounting & WIP Reporting

• Maintain accurate job cost records in Quick Books for all active projects, including labor, materials, subcontractors, and equipment
• Allocate costs to the correct job and cost code; review and correct miscoded transactions
• Prepare monthly Work‑in‑Progress (WIP) reports for ownership review, including over/under billing analysis
• Monitor project budgets vs. actuals and flag variances to Project Managers and ownership
• Support project closeout by reconciling final job costs, releasing retainage billing, and closing jobs in the system
• Prepare open A/R and A/P reports; run job cost and profitability reports as requested

Quick Books & Accounting System Management

• Daily:

• Process A/R and A/P invoicing activity and perform account updates as needed
• Reconcile bank accounts and monitor credit card accounts for activity

• Monthly:

• Reconcile all credit card accounts
• Complete month‑end close by the 10th of each month; submit information to external accountants by the 5th

• As Needed:

• Prepare open A/R and A/P aging reports
• Run job cost, profitability, and company financial reports as requested by ownership
• Obtain, verify, and update W‑9 information for all vendors and subcontractors
• Maintain organized digital and physical filing systems for all financial records

Accounts Payable

• Review, code, and enter all vendor and supplier invoices for payment, allocating…