Project Billing Specialist

HR Professional Services, LLC is working with a custom interior and exterior signage company seeking a Project Billing Specialist. The Project Billing Specialist is a key player in keeping projects running smoothly by ensuring work is accurately tracked, organized and billed to our clients. You’ll be responsible for managing the monthly end-to-end project billing cycle and driving timely collection of accounts receivable across our client accounts.

The person in this role partners with general contractors to ensure invoices are accurate and contract-compliant, while proactively and timely resolving billing discrepancies and payment delinquencies. You’ll also be responsible for monitoring monthly onsite certified payroll and insurance documentation for construction projects. The ideal candidate combines strong attention to detail with the ability to interpret contract terms, communicate effectively with internal and external stakeholders and maintain organized documentation across a high volume of active accounts.

Our client is looking for a detail-oriented Project Billing Specialist to partner with project managers, accounting staff and general contractors. In this role, you’ll own the billing lifecycle including generating accurate, contract-compliant invoices to driving timely collections and resolving discrepancies before they become bigger problems. This is a great role for someone who thrives on accuracy and organization, is comfortable navigating complex contract language and enjoys being the person who catches issues before they escape.

• Prepare, review and submit monthly pay applications to general contractors utilizing AIA billing forms and electronic pay application platforms – Textura, Procore, GCPay, Building Connected.
• Ensure all pay applications are complete, accurate and submitted in accordance with contract requirements and billing deadlines.
• Reconcile billing records and maintain accurate documentation of project billings, payments, retainage and change orders.
• Coordinate and submit monthly Certified Onsite Payroll Reporting in compliance with owner, contractor and prevailing wage requirements.
• Maintain Certificate of Insurance (COIs) compliance by obtaining, tracking and updating insurance documentation for projects, subcontractors and vendors as required.
• Work with project managers to obtain supporting documentation required for billing, including lien waivers, schedules of values, change orders and closeout documents. Maintain organized electronic and hard-copy project billing files.
• Monitor accounts receivable aging and lead proactive collection efforts, including client outreach.
• Communicate with general contractors, project teams and customers to resolve billing issues and payment delays and elevate past-due accounts.
• Provide reporting related to project receivables.
• Collection of outstanding accounts receivables/invoices.

• High school diploma, college preferred
• 5 years of experience in construction accounting, project billing or accounts receivable
• 3 years customer service experience
• Knowledge of construction contracts, lien waivers, retainage, certified payroll and insurance compliance requirements
• Strong understanding of accounts receivable processes and collections
• Proficiency with O365, particularly Excel
• Excellent organizational skills, high attention to detail under deadline pressure
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Likes to problem solve and sees tasks through to completion

• Associate's and/or bachelor’s degree
• Experience working for a general contractor or sub-contractor
• Experience preparing AIA pay applications and using contractor billing portals – Textura, Procore, GCPay, Building Connected
• Familiarity with prevailing wage and certified payroll reporting
• Knowledge of construction documentation and project compliance requirements
• Profit sharing plan/Employer contribution
• Generous vacation and sick leave
• Paid company holidays

HR Professional Services, LLC is an Equal Opportunity Employer and considers all applicants for employment without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws.