Construction Billing and Office Administrator

THB Company
, a testing, adjusting, and balancing (TAB) contractor established in 1999, is seeking a full-time Construction Billing and Office Administrator to join our team.

This position is essential to the daily operations of our company and will work closely with the owner, accounting staff, project managers, field employees, and customers. The primary focus of the role is to ensure that projects are invoiced accurately and promptly, change orders are properly managed, and outstanding payments are actively followed up on to improve the company’s overall cash flow.

THB Company
, a testing, adjusting, and balancing (TAB) contractor established in 1999, is seeking a full-time Construction Billing and Office Administrator to join our team.

This position is essential to the daily operations of our company and will work closely with the owner, accounting staff, project managers, field employees, and customers. The primary focus of the role is to ensure that projects are invoiced accurately and promptly, change orders are properly managed, and outstanding payments actively followed up on to improve the company’s overall cash flow.

• Prepare and submit customer invoices daily.
• Review project billing requirements and ensure invoices are accurate, complete, and submitted on time.
• Track invoices from submission through payment.
• Follow up with project managers, accounts-payable departments, general contractors, and customers to expedite payments.
• Maintain detailed records of collection calls, emails, payment commitments, and outstanding balances.
• Build and maintain positive customer relationships while professionally resolving billing issues.

• Prepare and submit change-order requests and supporting documentation.
• Track change orders from initial request through approval, billing, and payment.
• Follow up regularly with customers and project teams regarding pending approvals.
• Confirm that approved change orders are accurately reflected in project records and invoicing.
• Maintain organized documentation for additional work, time-and-material tickets, signed work slips, and supporting correspondence.

• Create, update, and synchronize projects across multiple platforms, including:
• Quick Books Desktop
• Miter
• Siteline
• Clearstory
• Ensure job names, numbers, contract values, change orders, billing information, and project status remain consistent across all systems.
• Identify and correct discrepancies between accounting and project-management platforms.
• Maintain accurate job-costing and project records throughout the life of each project.

• Assist with weekly payroll processing.
• Assist with certified payroll reporting and compliance.
• Process and track union benefit payments, union deductions, and 401(k) deposits.
• Assist with accounts payable, bank reconciliations, certificates of insurance, audits, AIA billing, and financial reports as needed.
• Support the owner and accounting team with other administrative and bookkeeping responsibilities.

• Strong working knowledge of Quick Books Desktop is required.
• Prior experience with construction invoicing, accounts receivable, change orders, collections, and job costing is strongly preferred.
• Experience working with construction-related software platforms and synchronizing project information between multiple systems.
• Experience with Miter, Siteline, or Clearstory is highly desirable.
• Construction industry experience is preferred.
• Experience working with a union contractor or union payroll and benefit reporting is helpful.
• Familiarity with certified payroll, AIA billing, 401(k) contributions, union benefits, and payroll deductions is a plus.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Professional and confident when communicating with customers, project managers, and accounts-payable departments.
• Highly organized, detail-oriented, and able to manage multiple projects and deadlines.
• Self-motivated and comfortable taking ownership of tasks and following them through to completion.
• Able to work effectively in a small-company environment where responsibilities may vary from day to day.

• Full-time, in-office position
• Monday through Friday
• Competitive compensation based on experience
• Benefits available

THB Company is looking for a dependable and proactive individual who understands that timely invoicing, accurate documentation, consistent follow-up, and strong customer relationships are critical to maintaining a healthy payment timeline.

Qualified candidates should submit a résumé and a brief description of their experience with Quick Books Desktop, construction billing, change orders, payroll, and accounts receivable.