AIA Billing Specialist

Encore Fire Protection•Pawtucket, RI

3d•Onsite

About The Position

Encore Fire Protection is seeking a Contract Billing Specialist to join their fast-moving billing operation. This role is central to managing the billing for a large portfolio of active construction projects, ensuring accuracy, clarity, and timely submission of AIA documentation. The specialist will be responsible for preparing AIA forms, managing contract details, and ensuring invoices are correct and on time. This position requires a blend of detail-oriented work, communication, and problem-solving, working closely with Operations and Finance to maintain billing alignment, complete documentation, and ensure revenue flow. The ideal candidate enjoys bringing order to complex processes and finds satisfaction in identifying and resolving inconsistencies.

Requirements

Two to three years of experience in AIA billing or construction project billing
Strong understanding of accounting principles and contract billing fundamentals
High attention to detail and strong organizational skills
Proficiency in Microsoft Excel and billing or accounting systems
Experience with SAGE or similar ERP platforms
Excellent communication skills and comfort working cross functionally
Ability to stay steady and accurate in a fast-paced environment

Nice To Haves

Experience preparing lien waivers and tracking retainage in a structured system.
Prior exposure to multi state construction operations or specialty contracting.
Familiarity with BI dashboards, reporting automation, or process improvement tools.
Experience working closely with project managers or field operations teams.
Comfortable handling a high volume of active projects without losing accuracy.
Ability to read a contract and immediately spot key details.

Responsibilities

Prepare and submit monthly AIA billing forms (G702 and G703) with accuracy and compliance.
Generate customer invoices through intercompany billing software.
Manage billing for a portfolio of more than 80 construction projects.
Partner with project managers and clients to resolve billing discrepancies and prevent delays.
Set up and maintain construction project records in SAGE, including contract changes and supporting documentation.
Review contracts to identify key billing terms, line items, and requirements.
Prepare, track, and organize lien waivers of all types.
Monitor collections, follow up on outstanding invoices, and keep retention and change order approvals moving.
Track and verify Certificates of Insurance for all relevant projects.
Audit project completions to confirm accurate billing and collection of retainages.