Billing Specialist

About Professional Diversified Flooring, Inc.

Professional Diversified Flooring was established in 1981 and is a leading provider of commercial flooring solutions. With a workforce exceeding 70 office employees and over 400 field labor, the company specializes in comprehensive flooring services for commercial spaces throughout Los Angeles, Orange County, San Diego, Las Vegas, Phoenix, and surrounding areas. Leveraging proprietary technology and a distinctive project management methodology, Professional Diversified Flooring ensures meticulous attention to detail in every undertaking.

Our portfolio encompasses a wide range of projects, from corporate offices to casinos and from healthcare to hospitality, positioning us not merely as flooring specialists, but as strategic partners in design and construction adding maximum value to our clients and their clients.

Billing at PDF does two things: it bills, and it collects. The Billing Specialist owns both, end to end, for the projects assigned to them — from verifying the contract, through progress billing, pay applications, portal submission, lien releases and retention, to collecting the money and closing the job.

Roughly 60% of your time is billing, 30% is collecting, and 10% is the compliance paperwork that gates payment in construction. You are the customer-facing voice of our accounting department to General Contractor project accountants and End User AP teams, and the person our Project Managers rely on to turn finished work into cash.

This is not a data-entry job. The volume is real — a proficient specialist produces 150–200 billings and around $3 million a month — but the work is judgment: reading a subcontract's billing terms, knowing how much can reasonably be billed on a job, catching an over-billing before the GC does, and knowing how far to push a collection before escalating.

You will report to our Billing Manager and work alongside a small, tight team in our Irvine office. Billing is centralized here and serves all five of our markets.

• Verify every contract, PO and change order against our system before the first bill goes out.
• Prepare and submit accurate, timely progress billings in the format each customer requires — AIA G702/G703 applications, GC-specific forms, PO-based invoices and system-generated invoices.
• Build and maintain schedules of values; apply startup, change order and retention rules correctly.
• Submit through the customer's billing portal — Textura, GCPay, Procore Pay, Coupa and others — and hit every GC's cutoff.
• Track retention balances and bill retention on time.
• Review Project Manager and customer billing requests daily, and review under billed jobs weekly to find what can be billed.
• Prepare conditional and unconditional lien waivers with every billing, using the correct statutory form for California, Nevada or Arizona.
• Manage portal escrow protocols and the release exchange that unlocks payment.
• Identify when a payment is being held for a compliance item — a missing release, certificate of insurance, preliminary notice or certified payroll — and route it to the right person fast.
• Serve as a Notary Public to authenticate billing and waiver documents (company will sponsor certification if you are not currently a notary).

• Monitor AR aging for your projects and follow up proactively with GC accounts payable departments.
• Research and resolve billing discrepancies, short-payments and rejected invoices quickly.
• Maintain accurate, current collection notes in the system on every contact.
• Know the thresholds — when a receivable is normal, when it needs a call, and when it needs your manager.
• Handle all customer billing correspondence through our Salesforce case system — every…