AIA Billing Associate

Job Summary

The primary function of this role is to process customer invoices for the Company. The Company goal is to continuously grow the revenues while maintaining profits, satisfying customers’ requirements, and staying compliant with required guidelines. This position requires a close working relationship with the Controller and Accounts Receivable Associates.

This job requires the ability and desire to work in a fast-paced multi tasked environment with a focus towards customer service and support, quality work performance, and administration.

• Create service billing sheets and send to branches multiple times a month.
• Coordinate with the Contract Department and the branches to obtain paperwork and resolve discrepancies.
• Review contracts/POs for each job to verify contract price.
• Set up jobs and Schedule of Values in lump sum billing in TCMS, as needed.
• Create, print, and post invoices in TCMS, All-Share and Textura.
• Scan billing packets and credit memos into Doc Manager and send to customer before billing deadline.
• Post pencil jobs by closing calendar deadline monthly for TCMS, Textura, GC Pay and Procore billings.
• Verify billing requirements and documents needed to submit pay request if information is missing from file.
• Invoice using TCMS AIA documents, state documents, costumer forms, and standard AIA documents, customize invoices as needed.
• Request closeout information to be sent by the Blue Print Room Associate as needed.
• Work with Accounts Receivable Associates and customers to address customer issues, accounts, paperwork, etc. and solve in a timely fashion.
• Keep an updated log of customer emails and contact information in TCMS.
• Ensure accounts are balanced and all information is accurate and up to date.
• Research contact information and/or any other items as directed by the Controller.
• Responsible for sending out pay applications and all pencil copies of invoices to be billed.
• Prepare waivers, affidavits, and sworn statements.
• Provide material or job information to contractors as requested.
• Request supplier waivers to complete billing processes.
• Send waivers to customers.
• Verify final face amounts are accurate.
• Send retention letters as needed.
• Respond to a high volume of emails and/or inquiries regarding payment.
• Obtain missing paperwork from vendors.
• Enter customer invoices on customer websites.

This position has no supervisory responsibilities.

• High school diploma or GED is required.
• 5+ years’ previous billing experience is required.
• Business to business collections experience is a plus.
• Previous experience in the construction industry is a plus.
• Proven experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required.
• Excellent customer service skills are required.
• Demonstration of a positive attitude is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow-up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communications skills are required.
• Ability to prioritize in a fast-paced multi-task environment is required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment is required.
• Complying with all operating policies, procedures, executed Plans, and Programs is required.

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the…