Billing & Compliance Admin

Horizon Construction Group•Madison, WI

12h

About The Position

The Construction Billing & Compliance Administrator supports the financial and administrative success of construction projects. The position handles construction billing, accounts payable support, contract compliance, lien waiver management, and project closeout documentation. Working with Project Managers, subcontractors, suppliers, title companies, and the Accounting team, the administrator helps ensure documentation is accurate, deadlines are met, and payments and billings move efficiently throughout project lifecycles. The role also provides backup support to the Accounting Manager and assists with other accounting responsibilities as assigned. The employee is expected to maintain and expand technical and professional knowledge through networking, professional organizations, and relevant training opportunities.

Requirements

High school diploma or equivalent required.
In lieu of a degree, 2–5 years of relevant work experience may be considered.
Strong organizational skills and ability to manage a high volume of work and multiple projects simultaneously.
Ability to prioritize responsibilities and meet critical deadlines.
Strong attention to detail and commitment to accuracy.
Effective written and verbal communication skills when working with Project Managers, vendors, subcontractors, suppliers, owners, title companies, and other business partners.
Ability to work independently and collaboratively as part of a team.
Strong problem-solving and analytical abilities, including the ability to review financial information for accuracy and reasonableness.
Proficiency with Microsoft Office, including intermediate Excel skills.
Experience working with accounting, database, or ERP systems.

Nice To Haves

Associate or bachelor's degree in Accounting, Finance, Business, or a related field.
Construction accounting experience.
Experience with Textura, CMiC, or a similar construction accounting/ERP system.

Responsibilities

Prepare and process monthly construction project draw requests; set up project draws and maintain Schedules of Values (SOVs).
Prepare reports for Project Manager review and calculate and review project over- or under-billings, coordinating adjustments with Project Managers.
Finalize billing documentation for approval and distribution; prepare company lien waivers and sworn statements and coordinate required documentation with title companies.
Monitor owner payments and follow up as needed to support timely receipt of funds.
Review and process invoices, follow up with Project Managers for approvals, and communicate about invoice discrepancies or issues.
Post Accounts Payable and Job Cost activity in the accounting system; prepare committed cost reports and work with Project Managers to identify and address potential overbillings.
Reconcile Accounts Payable to Job Cost monthly.
Prepare monthly construction draw check runs and associated lien waiver documentation.
Coordinate contract verification documentation with subcontractors and suppliers.
Verify contracts, W-9s, insurance certificates, and bond documentation are complete before initial payments are issued.
Review upcoming draw payouts for missing documentation and follow up proactively with subcontractors and vendors.
Maintain vendor documentation, including W-9s and applicable certificates of insurance.
Coordinate with title companies to obtain required sworn statements, company waivers, and subcontractor and supplier waivers so project funding can be released on time.
Prepare and distribute lien waivers associated with monthly payments; track outstanding waivers and verify documentation is complete before clearing it in the accounting system.
Provide lien waiver documentation to title companies and follow up on outstanding items; obtain second-tier subcontractor and supplier waivers and supplier affidavits as required.
Coordinate collection and verification of project closeout documentation, including final lien waivers, second-tier affidavits and waivers, warranty information, and operations and maintenance (O&M) documentation.
Help ensure closeout documentation is complete so final project payments can be processed appropriately.
Provide backup support to the Accounting Manager and assist with other accounting responsibilities as assigned.
Maintain and expand technical and professional knowledge through networking, professional organizations, and relevant training opportunities.