Senior Billing Specialist

Company Overview

Since 2002, Mason Technologies has been a leader in technology integration, proudly certified as a Woman-owned Business Enterprise (WBE) both in NYC and nationally. With headquarters and a fully equipped warehouse in Deer Park, NY, an additional office in downtown NYC, and resources across the nation, we design, implement, and service innovative solutions in low-voltage structured cabling, audio visual systems, data centers, and unified security.

We serve a variety of industries including healthcare, government, higher education, finance, and business (both big and small). We're always aiming to build lasting relationships based on trust, respect, and a shared vision for a better future. Our founder, Jennifer Mason, has cultivated a family-like environment that emphasizes deep care and commitment to our people and the clients and communities we serve, forming the foundation of everything we do.

At Mason Technologies, diversity and inclusion drive our hiring, ensuring we bring together the most talented individuals regardless of race, age, religion, gender identification, or sexual orientation. If you want to have a career of unparalleled growth, a team with a family-strong bond, and an unmatched atmosphere of motivated and caring professionals, apply to Mason today!

Let’s craft a future together that's built upon integrity, equality, professional pride, the authentic spirit of our family, and a commitment to making the world a better place.

Our Comprehensive Employee Benefit and Perk Package:

• Medical, Dental, and Vision Coverage: We provide comprehensive healthcare benefits to keep you and your family healthy and secure.
• 401k with Matching: Plan for your future with our 401k program, featuring competitive company matching.
• Paid Time Off (Holiday/Vacation/Sick/Personal): Generous PTO to ensure a healthy work-life balance and time for relaxation and personal needs.
• Unlimited Growth Opportunities: We believe in fostering talent and providing opportunities for continuous professional growth.
• Family-Friendly Company Events & Outings: We host regular events and outings to foster a family-friendly atmosphere and build team camaraderie, like our Warehouse Jam Sessions and Holiday Parties!
• Bagel Thursdays: Enjoy weekly treats with Bagel Thursdays at our offices!
• Caring Ownership: We believe in mutual dedication. If you're committed to Mason Technologies, we are equally committed to you. We prioritize the well-being of our employees and their families, ensuring a supportive and caring work environment.

Senior Billing Specialist

Position Overview:

We are seeking an experienced Senior Billing Specialist to join our Accounting team. This is a hands-on project and construction billing position for someone who has personally prepared, reviewed, and submitted invoices.

Our projects include significant work with municipal and government clients, including NYC agencies, making our billing process highly detailed and documentation-intensive. Invoices must be highly accurate and often require supporting documentation such as prevailing wage records, certified payroll, sign-in/sign-out sheets, timesheets, packing slips, and other contract requirements.

The ideal candidate will be able to independently manage billing from project review through invoice submission, work closely with Project Managers, Sales, and Clients, resolve billing discrepancies and rejected invoices, and eventually help develop and mentor the billing team.

Responsibilities:

• Prepare, review, and submit progress, milestone, contract, time-and-material, and change-order invoices
• Review contracts, purchase orders, schedules of values, project documentation, labor, materials, and approved change orders to ensure billing accuracy
• Ensure invoices comply with customer-specific, contractual, and government/municipal billing requirements
• Prepare and coordinate required billing documentation, including prevailing wage, certified payroll, timesheets, sign-in/sign-out records, and other compliance documentation
• Work closely with Project Managers and Sales to obtain required information and resolve billing discrepancies
• Review project costs and supporting documentation to identify missing, incorrect, or inconsistent information before invoices are submitted
• Research and correct rejected invoices and billing issues and coordinate timely resubmission
• Maintain accurate and organized billing records within accounting/ERP systems
• Track billing schedules and customer deadlines to ensure invoices are submitted accurately and on time
• Assist with month-end billing activities, reporting, and project closeout billing
• Monitor billing status across multiple projects and identify potential issues that could delay invoicing
• Help establish and improve billing procedures, controls, and documentation standards
• Identify recurring billing issues and recommend process improvements to reduce invoice rejections and delays
• Serve as a resource for complex billing questions and assist with training and mentoring additional billing team members as the department grows

Qualifications:

• 5+ years of hands-on project or construction billing experience
• Must have personally prepared, reviewed, and submitted invoices from start to finish
• Strong understanding of progress billing, milestone billing, change orders, contract billing, retainage, and time-and-material billing
• Experience interpreting contracts, purchase orders, and customer-specific billing requirements
• Construction, electrical, low-voltage, HVAC, engineering, or similar project-based industry experience strongly preferred
• Experience with government, municipal, public works, or NYC contracts highly preferred
• Experience with prevailing wage, certified payroll, union projects, and related compliance documentation preferred
• Experience working with job costing and project accounting is a plus
• Strong proficiency with Microsoft Excel and accounting/ERP systems
• Exceptional attention to detail and a demonstrated commitment to billing accuracy
• Strong organizational skills with the ability to manage multiple projects, customers, and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to work independently while collaborating effectively with Project Management and Sales
• Experience training or mentoring other billing professionals is a plus

Success Metrics:

• Billing Accuracy – Consistently prepares accurate invoices with minimal errors, discrepancies, or customer rejections.
• Timely Billing – Ensures project invoices are prepared and submitted according to internal and customer-specific billing schedules.
• Contract Compliance – Demonstrates a strong understanding of contract requirements and ensures all required documentation is included with billing submissions.
• Billing Ownership – Independently manages the billing process from reviewing project information through preparing, validating, and submitting invoices.
• Issue Resolution – Quickly identifies and resolves billing discrepancies, missing documentation, rejected invoices, and other issues that could delay billing.
• Cross-Functional Collaboration – Works effectively with Project Management and Sales to obtain accurate project information and resolve billing-related issues.
• Process Improvement – Identifies opportunities to improve billing procedures, documentation, and workflows while reducing recurring billing issues.
• Team Development – Becomes a knowledgeable resource for the billing function and effectively supports the training and development of other billing team members as the department grows.

Schedule

This is an in-person position in Deer Park, NY. Billing volume increases around certain month-end and customer deadlines, so the successful candidate must be willing to work extended hours when necessary to meet critical billing deadlines.

Location: Deer Park, NY

Job Type: Full-Time, In-Person

Salary: $80,000–$100,000 per year

We are currently only considering candidates who already live within commuting distance of our office. Relocation assistance is not provided.