AIA Billing Specialist

Encore Fire Protection•Pawtucket, RI

4d•Onsite

About The Position

At Encore, our construction billing operation is as dialed in as they come. While others picture pipes and sprinklers, we’re running an organized, fast-moving billing machine that keeps 80+ active projects on track. Our team prides itself on accuracy, clarity, and the quiet thrill of sending out a perfectly assembled AIA package. We are looking for a Contract Billing Specialist who wants to be right at the center of that engine. In this role, you will take ownership of billing for a large and active project portfolio. You will prepare AIA documentation, keep contract details from wandering off, and make sure invoices go out clean, correct, and on time. Project managers will rely on you, clients will appreciate you, and soon enough, everyone will start coming to you with “Did we bill this”....because you’ll always know. This role blends detail work with communication and a good amount of problem solving. You will work closely with Operations and Finance to keep billing aligned, documentation complete, and revenue flowing the way it should. If you enjoy bringing order to moving parts and get genuine satisfaction from catching small inconsistencies before they cause trouble, you’ll fit right in. And if you secretly love being the most organized person in the room, even better.

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 the handful of details everyone else misses.

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.