Contract Billing Specialist

Summary

The Contract Billing Specialist is responsible for managing the full billing lifecycle for commercial kitchen equipment and construction-related projects. This role ensures accurate and timely invoicing, contract compliance, progress billing, retainage tracking, and coordination with project managers, customers, and general contractors. The position supports project profitability and cash flow by maintaining billing accuracy and resolving discrepancies efficiently. This is not a standard accounts receivable role; candidates should have experience managing complex, project-based billing processes in construction, subcontracting, or similar industries.

Essential Duties and Responsibilities 

• Contract Billing & Invoice Management (35%): Prepare and submit customer invoices, progress billings, and AIA billings in accordance with contract terms and project milestones. Ensure timely and accurate billing to support company cash flow and customer requirements. Identify and process stored material billings including coordination of required documentation with warehouse, purchasing, accounting, and project teams.
• Contract Compliance & Documentation (25%): Review contracts, purchase orders, change orders, and project documentation to ensure billing compliance. Manage lien waivers, retention tracking, customer-specific billing requirements, and contractor/customer billing portals. Create, maintain, and submit Schedule of Values (SOV) documentation for customer and General Contractor approval.
• Project Coordination & Customer Communication (20%): Coordinate with project managers, operations teams, customers, and general contractors regarding billing schedules, approvals, and discrepancies. Assist in resolving billing disputes and ensure proper documentation is maintained. Coordinate final billings, retention releases, and project closeout documentation.
• Reporting & Financial Support (10%): Maintain accurate billing records and project financial data within NetSuite and related project tracking systems. Support month-end close activities related to project revenue and billing. Coordinate with project teams to support accurate billing projections and project cash flow forecasting. Monitor aging reports and assist collections efforts as needed.
• Process Improvement & Administrative Support (10%): Identify opportunities to improve billing accuracy and efficiency. Support reconciliation of approved change orders, contract values, and project billing records. Support audits, reporting requests, and all other duties as assigned.

Supervisory Responsibility

• This position does not have direct supervisory responsibilities.
• May coordinate with project managers, accounting personnel, and operational staff to ensure project billing requirements and deadlines are met.

Required Qualifications

• Strong understanding of construction and project-based billing processes including AIA billing and progress billing.
• Knowledge of retainage, lien waivers, change orders, and contract compliance requirements.
• Excellent organizational, analytical, and time management skills.
• Strong attention to detail and ability to manage multiple projects and deadlines simultaneously.
• Effective verbal and written communication skills with customers, general contractors, and internal teams.
• Ability to work independently and solve problems in a fast-paced environment.
• Proficiency in Microsoft Excel and ERP/accounting software systems.
• Experience using construction payment management platforms such as Textura, GC Pay, Procore, Levelset, or similar contractor/customer billing portals.
• Ability to manage electronic payment submissions, lien waivers, compliance documentation, and customer portal requirements.
• Experience with construction, project management, or accounting software preferred.
• Ability to maintain confidentiality and accuracy in financial records.

Education & Experience

• 4+ years of experience in contract billing, construction billing, project accounting, or a related field.
• Experience with commercial construction, foodservice equipment, subcontracting, or project-based industries preferred.
• Strong experience with AIA billing, progress billing, and customer contract compliance.
• Experience working with General Contractors and hospitality or restaurant projects preferred.
• Experience submitting payment applications and supporting documentation through contractor-managed billing platforms preferred.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field preferred (or equivalent work experience).

Physical Demands

• Ability to perform construction labor activity,
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound. 
• Hand dexterity and eye and hand coordination is critical.
• Lifting. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. 
• Use of one or both arms and wrists to lift parts, fixtures, and tools on a frequent basis.
• Sitting. Must be able to sit for long periods of time, but at least 50% of the time. 
• Standing. Particularly for sustained periods of time.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately or quickly.
• Required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of structures. Must be able to read a computer screen for long periods of time.
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one workstation to another.

Other Duties

This job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Disclaimers

This job description shall not be considered a contract for employment and does not alter the employment at will doctrine.