Billing & Compliance Coordinator

Falcon Steel•Springfield, MO

12d•Onsite

About The Position

The Billing & Compliance Coordinator supports customer credit, accounts receivable, construction pay applications, lien and bond rights, insurance certificates, and sales/use tax compliance across all projects. Reporting to the Accounting Manager, this role keeps billing timely and accurate, helps minimize bad debt, and supports project managers and accounting in protecting cash flow and keeping the company compliant on every job.

Requirements

1–3 years of experience in credit, collections, accounting support, or construction billing
Foundational understanding of credit evaluation, AR management, and collection practices
Familiarity with insurance certificate requirements and sales/use tax concepts.
High accuracy, organization, and attention to detail
Effective verbal and written communication with customers, internal teams, and outside partners.
Ability to manage multiple projects, deadlines, and priorities in a fast-paced environment.
Proficiency with ERP/AR systems and Microsoft Office (Excel, Word, Outlook).

Nice To Haves

Structural steel or construction industry experience strongly preferred.
Exposure to construction contracts, AIA pay applications, or mechanic's lien/bond processes is a plus — we will train the right candidate.
Working knowledge of construction billing, retention, and change orders is a plus.
Associate's or bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred.

Responsibilities

Review customer financial information, payment history, and project risk, and recommend credit limits to the Accounting Manager for approval.
Monitor AR aging and prioritize collection activity on past-due accounts; place customers on and off credit hold, coordinating with sales and project management to protect exposure while minimizing disruption.
Coordinate repayment terms and payment plans within approved guidelines, escalating settlement decisions to management; assist with engaging outside collection resources (attorneys, agencies) when internal efforts are exhausted.
Maintain organized customer credit files, documentation, and internal notes on risk and collection status.
Prepare, review, and submit monthly pay applications per contract terms (AIA or customer-specific formats), verifying quantities, stored materials, retention, and change orders with project managers before submission.
Track pay app approval status, resolve customer/AP questions and discrepancies, and maintain a schedule of values and billing log for each active project to support forecasting and cash-flow planning.
Coordinate with accounting on proper posting of invoices, retention, and receipts.
Help protect mechanic's lien and bond rights by tracking notice deadlines and preparing preliminary notices, lien claims, and bond claims for filing; keep an organized system of notices, waivers, and supporting job documentation.
Review contract payment terms, pay-when-paid/pay-if-paid provisions, and retention requirements and flag cash-flow risk to management; support coordination with legal counsel on lien releases, waivers, and disputed or slow-pay accounts.
Collect, review, and maintain customer and subcontractor insurance certificates against contract requirements (limits, endorsements, effective dates); work with the company's insurance agents on certificates issued to customers and project-specific coverage needs.
Verify proper sales and use tax application on invoices based on project location, exemption certificates, and contract terms; maintain exemption certificates and resolve tax-related short pays.
Support accounting on tax coding, jurisdiction questions, and audit documentation.
Communicate credit decisions, payment issues, and risk items to sales, project management, and accounting; provide regular reporting on AR aging, DSO, collection status, lien/bond actions, and at-risk accounts.
Support project kickoff and close-out with required financial, insurance, and tax documentation; contribute ideas and help implement improvements to credit, billing, and collections processes.