Billing Specialist; AIA Billing

The Billing Specialist is responsible for overseeing high-volume billing operations, with a specific focus on AIA billing for construction and modernization projects. This position ensures the timely and accurate preparation and submission of invoices, project progress billings, and customer-specific documentation in compliance with contractual obligations.

• Serve as the primary point of contact for clients, addressing inquiries and resolving issues promptly.
• Set up new jobs and submit AIA billings through client portals
• Coordinate with project managers to accurately assess progress billings
• Submit lien waivers, insurance certificates, stored material photos, and bills of sale as required
• Maintain and manage change order logs (approved, pending, and unapproved)
• Complete special construction documentation and forms
• Follow up with clients on approved billing percentages and revise requisitions accordingly
• Review and reduce monthly retainage where applicable
• Ensure all billing documentation complies with contract terms and deadlines
• Reconcile work orders with client billing portals and internal systems for specialized invoicing
• Close out invoices and work orders in accordance with client requirements
• Assist the Collections Specialist in resolving account discrepancies and inquiries
• Prepare monthly maintenance billing per contract guidelines (issued by the 12th of each month)
• Process other billing as directed by service supervisors, ensuring complete documentation
• Invoice test work as requested by the Violations Department
• Invoice proposal work in line with contract terms
• Apply and document credit memos with proper approval
• Investigate and correct invoicing discrepancies
• File all related invoices, correspondence, and customer documentation
• Follow any client-specific mailing or invoicing instructions
• Ensure proper sales tax application based on location
• Escalate incorrect or disputed invoices to appropriate personnel

• Process a high volume of invoices accurately and on time
• Ensure all supporting documentation aligns with invoicing details
• Ensure invoices are posted in the correct accounting period before month-end closing

• Minimum 5 years of corporate Accounts Receivable experience (high volume environment)
• 3–5 years of hands-on AIA billing experience (required)
• Strong attention to detail and results-driven mindset
• Ability to handle difficult situations and interact professionally
• Knowledge of account reconciliation procedures and billing software
• Strong commitment to customer service and satisfaction
• Excellent verbal and written communication skills
• Ability to manage and prioritize multiple tasks in a fast-paced setting

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

• 401(k)
• 401(k) matching
• AD&D insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Monday to Friday

Ability to Relocate:
Tampa, FL 33619:
Relocate before starting work (Required)

• AIA Billing: 3 years (Required)
• Construction Billing: 5 years (Required)
• Construction Industry: 5 years (Required)