Senior Billing Specialist

About the role:

The Senior Billing Specialist is responsible for preparing, generating, and submitting accurate invoices for construction projects, ensuring timely billing to general contractors and clients while adhering to contract specifications, progress schedules, and industry standards. This position supports cash flow by focusing on accurate and compliant invoicing, reducing errors that could delay payments, and maintaining detailed billing records in a project-based environment involving time & material, fixed-price, and change order billings.

Key Responsibilities:

• Prepare and generate invoices for construction projects, service contracts and field work, and resale transactions, including time & material billings, fixed-price contracts, change orders, progress payments, and retainage/release amounts, ensuring all details align with contract terms and subcontractor requirements.
• Compile and attach required supporting documentation such as lien waivers, certified payroll reports, progress photos, material receipts, or AIA forms (e.g., G702/G703) before submitting invoices.
• Submit invoices promptly to general contractors, owners, or clients via email, portals, or mail, tracking submission confirmations and follow-up as needed.
• Verify job details, quantities, rates, and extensions against project contracts, purchase orders, timesheets, and field reports to ensure accuracy and prevent disputes.
• Enter and update billing data in the accounting system, process adjustments for change orders, back charges, or corrections.
• Maintain organized billing files, including customer contracts, schedules of values, payment histories, and documentation for audits or lien claims.
• Collaborate with project managers, estimators, field supervisors, and accounting staff to resolve discrepancies, obtain approvals, or gather missing information for billing.
• Assist in reconciling billed amounts to project budgets and cost reports; prepare periodic billing summaries or reports for management.
• Monitor unbilled work or incomplete documentation to ensure all eligible amounts are invoiced in a timely manner.
• Ensure compliance with company billing policies, contract requirements, and relevant regulations (e.g., prevailing wage, lien laws).
• Perform other duties and special projects assigned to support the accounting and finance team, project execution, and the overall success of the company.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree in accounting, business, or related field preferred.
• Solid knowledge of basic accounting principles, invoicing processes, and construction billing practices.
• Proficiency in accounting or construction software (e.g., QuickBooks, Sage Intacct, Viewpoint, Procore, Foundation, or similar ERP systems); strong Excel skills for data entry and reporting.
• Excellent attention to detail and accuracy in handling numbers and documentation.
• Strong organizational and time-management skills to manage multiple projects and meet billing deadlines.
• Good communication skills for coordinating with internal teams and responding to client inquiries.
• Ability to work independently in a deadline-driven environment while maintaining confidentiality.

Experience:

• 1-3 years of experience in billing, accounts receivable, or data entry, preferably in the construction industry, subcontracting, or project-based services.
• Familiarity with construction-specific billing (e.g., AIA forms, progress billing, retainage, lien waivers, certified payroll) is highly desirable.
• Experience using construction accounting software and handling project-based invoicing.
• Demonstrated ability to produce accurate, timely invoices with minimal errors.

Physical Requirements:

• Sit for extended periods (typically 6-8 hours per day) while performing computer-based tasks such as data entry, invoice processing, and report generation.
• Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners, printers, and calculators.
• Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.
• Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files, binders, or office supplies).
• Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate proactively by phone and in person.
• Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.