AIA Billing Specialist

Contract/AIA Billing Specialist at Encore Fire Protection

Encore Fire Protection is the east coast's largest full‑service fire protection company, serving over 90,000 customers from Maine to Louisiana. With a team of more than 2,200 employees, we provide innovative, customized fire suppression, fire sprinkler, and fire alarm solutions that protect lives and property every day. Our goal is to deliver a superior experience to those who trust us to safeguard what matters most.

We are passionate about continuous growth, innovation, and maintaining a culture that thrives on success and commitment to safety.

To be the best fire protection company the industry has ever seen.

We seek a detail‑oriented Contract Billing Specialist to join our high‑performing finance team at our Pawtucket, RI headquarters. This role focuses on AIA and construction billing for a portfolio of over 80 active construction projects, ensuring accurate and timely invoicing and serving as the key point of contact between internal project teams and external clients.

• Prepare and submit monthly AIA billing forms (G702/G703) with accuracy and compliance.
• Generate customer invoices through inter‑company billing software.
• Oversee billing for a portfolio of 80+ construction projects.
• Partner with project managers and clients to resolve billing discrepancies and streamline processes.
• Set up and maintain construction project records in SAGE, including contract changes and supporting documentation.
• Review contracts to extract critical billing details, terms, and line items.
• Manage lien waiver preparation and tracking (conditional, unconditional, and final).
• Monitor collections on outstanding invoices and follow up on retention and change order approvals.
• Track and verify certificates of insurance (COIs) for all relevant projects.
• Audit project completions to ensure accuracy in billing and collection of retainage.

• Minimum 2–3 years of proven experience in AIA billing or construction project billing.
• Solid understanding of accounting principles and contract billing best practices.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Excel and billing/accounting systems.
• Prior experience with SAGE or similar ERP platforms.
• Excellent communication skills and ability to work cross‑functionally.

• Competitive salary commensurate with experience, with performance‑based bonuses tied to personal effectiveness and team contributions.
• Purpose‑driven work environment focused on results and impact.
• Flexible dress code with branded Encore gear.
• Innovative culture encouraging experimentation and continuous improvement.
• Access to leading‑edge web‑based productivity tools.
• Comprehensive health, dental, and vision coverage through Blue Cross.
• Fidelity 401(k) plan with company match.
• Company‑paid life insurance policy of $50,000.

Encore Fire Protection is an Equal Opportunity Employer. Encore Fire Protection is an E‑Verify Employer. As an EEO/AA employer, Encore Fire Protection considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.