Billing Specialist

Aston Carter•Saint Paul, MN

1d•Remote

About The Position

The Billing Specialist supports complex construction and mechanical contracting projects by preparing accurate billings, managing billing schedules, and maintaining organized documentation. This role works closely with project managers, clients, and subcontractors to ensure timely, precise invoicing and collections while contributing to process improvements and strong internal controls. The position offers significant exposure to large, high-profile projects and provides strong opportunities for professional growth within a collaborative, fast-paced team.

Requirements

At least 3 years of construction billing experience.
At least 2 years of experience with relevant construction billing systems or platforms.
At least 2 years of customer reconciliation experience.
At least 2 years of fixed price billing experience.
Intermediate proficiency in Microsoft Excel, including working with spreadsheets for billing, reconciliation, and analysis.
Strong knowledge of accounts receivable processes and best practices.
Proven experience in billing, construction billing, and invoicing in a project-based environment.
Ability to communicate effectively with clients, subcontractors, and internal teams to resolve billing issues.
Strong organizational skills with the ability to maintain accurate and comprehensive billing documentation.
Ability to work independently while contributing effectively to a high-paced team environment.

Nice To Haves

System experience with COINS or similar construction/ERP billing systems; familiarity with K2A is a plus.
Associate or Bachelor’s degree in Accounting or a related field is preferred.
Experience with Time and Materials (T&M) billing.
Experience with Guaranteed Maximum Price (GMP) contracts and associated billing requirements.
Experience reviewing and interpreting contracts for billing implications.
Comfort working on cross-functional initiatives to streamline and improve billing and collections processes.
Ability to thrive in an environment that values independence, collaboration, and flexibility.

Responsibilities

Work closely with project managers to generate accurate client billings for construction and mechanical contracting projects.
Prepare and review AIA billing documents to accurately reflect project progress, costs, and contract terms.
Collaborate with project managers to establish billing schedules and deadlines, ensuring timely submission of payment applications.
Maintain organized records of all billing-related documents, including change orders, contracts, and lien waivers.
Liaise with clients, subcontractors, and project managers to resolve billing inquiries, discrepancies, and change requests.
Process customer payments in a timely and accurate manner.
Contact customers to discuss overdue payments and update account status based on current information.
Locate customers using appropriate tools and resources to support collection efforts.
Process payments and refunds, ensuring proper documentation and adherence to internal controls.
Call customers to resolve billing and credit issues and document outcomes appropriately.
Take proactive actions to encourage timely payments and reduce accounts receivable balances.
Lead or participate in cross-functional projects to streamline billing and collections processes and increase accuracy and efficiency.
Establish and enforce accounting policies and procedures related to billing and collections, ensuring proper internal controls exist and are followed.
Assist with special projects, billing and collection research, and ad hoc analysis as needed to support the finance and project teams.