Construction Billing Specialist

Prime Retail Services is a nationwide retail construction General Contractor helping brands bring their spaces to life with precision and professionalism. Since 2003, we’ve delivered retail construction solutions for Fortune 500 companies and growing brands across the United States and Canada. 

Prime Retail Services is seeking an experienced Construction Billing Specialist to prepare accurate client billing based on project documentation, field notes, completed work, and contract requirements. This role works closely with the project team, accounting, and clients to ensure all billable work is captured, invoiced on time, and supported by complete documentation. This role operates in a fast-paced, deadline-driven environment where accuracy and timeliness are equally critical.

Essential Functions

• Create, review, and submit accurate invoices, payment applications, progress billings, and billing statements in a timely manner.
• Coordinate with Project Managers and validate completed work and confirm billable items.
• Monitor project billing schedules, maintain billing logs, and prepare billing reports as needed.
• Manage change requests and change orders, including entry and tracking in accounting systems.
• Resolve invoice discrepancies by working directly with clients, Project Managers, accounting, and internal teams.
• Maintain organized billing records and supporting documentation for audits, compliance, and project closeout.
• Support final billing by gathering and tracking closeout documentation from the project team and project files.
• Identify opportunities to improve billing processes for accuracy, efficiency, and timely collection.
• Respond to urgent billing inquiries and resolve discrepancies with quick turnaround times.
• Process invoices and billing adjustments within strict daily and monthly deadlines.

The Construction Billing Specialist will work with the project team to gather required project closeout documents needed to complete final billing. Documents may include the following grouped documentation

• Permits and occupancy: Building Permit; Certificate of Occupancy; Notice of Termination.
• Completion and inspection records: Final Inspection, Certificate of Completion, or related completion documentation; Inspection Report or Building Performance Report; Observation Log Cleared.
• Warranty, lien, and conformance documents: Contractor Statement of Warranty; Final Unconditional Lien Waiver; Letter of Conformance – CTL; Letter of Conformance – Contractor QC.
• Asset and transmittal records: Asset Tag Data Collection Application; Verification of Transmittal to Store Manager

Competencies

• Accounting skills
• Excellent organizational skills
• Outstanding communication and interpersonal abilities

Requirements

• Experience with AIA billing, progress billing, payment applications, retainage, lien waivers, and change order billing.
• Strong understanding of construction project documentation, job cost coding, and billing compliance requirements.
• Experience using construction billing software preferred.
• Proficiency with Microsoft Excel and strong general computer skills.
• Excellent attention to detail, accuracy, organization, and time-management skills.
• Clear written and verbal communication skills with a professional customer service approach.
• Ability to work independently while managing multiple projects, priorities, and billing deadlines.
• Problem-solving mindset with the ability to research and resolve billing discrepancies.
• Proven ability to manage multiple priorities and meet firm deadlines in a fast-paced setting
• HS Diploma (AS/BS in Accounting preferred)

*** This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job, but more of a general nature. Employee may be asked to perform duties not listed as required by business needs. Duties, responsibilities and activities may change at any time with or without notice***