Billing Specialist II

Description

The Centralized Billing Specialist is responsible for the timely and accurate billing and collection of both project-based and service invoices across the organization. This role serves as a critical link between Operations, Project Management, and Finance, ensuring revenue is recognized accurately, customer accounts are maintained, and outstanding receivables are collected in accordance with contractual terms. The ideal candidate is detail-oriented, deadline-driven, a strong team player, and known for diligent, extensive follow-up until issues are fully resolved.

• Project Billing

Generate and issue progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects. Review contract terms, change orders, and project documentation to ensure billings are accurate, fully supported, and submitted in compliance with customer requirements. Coordinate with project managers to confirm percentage of completion, approved change orders, and required lien waivers or compliance documents prior to invoicing.

Maintain accurate billing schedules and ensure all projects are billed within established cutoff dates each month.

• Service Invoicing

Convert completed service tickets, work orders, and dispatched calls into accurate customer invoices on a daily or weekly cadence. Review labor hours, material usage, equipment, and subcontractor costs for accuracy before releasing invoices. Apply correct pricing, tax treatment, and contract or warranty terms based on customer agreements. Resolve discrepancies between field documentation and billing records by working with technicians, dispatchers, and service managers.

• Collections and Accounts Receivable

Monitor aging reports and proactively follow up on past-due invoices via phone and email. Research and resolve customer billing disputes, short payments, and deductions in coordination with project managers and operations teams. Escalate aged or at-risk receivables to the Accounts Receivable Manager and associated management. Submit invoices through customer portals (Textura, GCPay, Ariba, Coupa, etc.) and manage compliance documentation as required.

• Customer Service and Internal Coordination

Serve as the primary point of contact for customer billing inquiries, providing prompt, professional, and accurate responses. Work collaboratively as part of the centralized billing team, sharing knowledge, covering for teammates when needed, and contributing to shared goals. Build strong working relationships with project managers, service coordinators, and operations leaders to ensure billing information is complete and timely. Maintain organized customer files, including contracts, certificates of insurance, W-9s, tax exemption certificates, and lien waiver documentation.

• Reporting and Compliance

Assist with month-end close activities, including unbilled revenue review and AR reconciliations. Ensure compliance with sales tax requirements and customer-specific billing protocols. Identify process improvement opportunities to reduce DSO, improve invoice accuracy, and shorten the billing cycle.

• Own It: Focus on excellence in everything you do and each interaction you have with all clients
• Learn: Absorb the training. Make yourself an expert on our portfolio of solutions
• Represent: Always understand that you are the face of the company to our customers
• Diversity: Every project and service call are different so you must enjoy variety in your workday
• Work as One Team: Work closely with Minuteman’s sales, management, and operations teams to best serve our customers
• Find a way: Turn challenges into opportunities
• Play To Win.

• Associate’s degree in Accounting, Finance, Business, or related field, or equivalent work experience
• 2+ years of billing, accounts receivable, or collections experience, preferably in construction, security integration, MEP/trades, or a project-based services environment
• Strong proficiency in Microsoft Excel is required
  , including pivot tables, VLOOKUP/XLOOKUP, filtering, and formula-based reconciliations
• Demonstrated experience…