Construction Billing Specialist

Newcomb and Company•Raleigh, NC

3d•Onsite

About The Position

Newcomb and Company has a long history of providing excellent HVAC and Plumbing service to Raleigh, Wilmington, and surrounding areas. #LI-EL1 #newcomb #LI-Onsite The Construction Billing Specialist supports the financial and project management teams by preparing accurate, timely, and compliant billing for HVAC construction projects. This role ensures contract terms are followed, documentation is complete, and customers receive invoices that reflect the progress, labor, materials, and change orders associated with each project. The specialist works closely with project managers, accounting, and customers to resolve discrepancies and maintain healthy cash flow.

Requirements

2–4 years of construction billing experience (HVAC or mechanical contracting preferred).
Strong knowledge of construction billing formats (AIA G702/G703, T&M, progress billing).
Familiarity with lien waivers, certified payroll, and retainage.
Proficiency in construction or service accounting software (e.g., Spectrum, Viewpoint, QuickBooks, ServiceTitan, Jonas).
Strong Excel skills.
High attention to detail and accuracy.
Strong time-management and organizational skills.
Ability to interpret contracts and project documentation.
Excellent communication and customer-service skills.
Problem-solving mindset and ability to work independently.
Highly dependable and confidential with financial information.

Nice To Haves

Experience in the HVAC, mechanical, or specialty subcontractor industry.
Understanding of project cost structure (labor, equipment, materials, subcontractors).
Experience with NC general contractor billing requirements.

Responsibilities

Prepare and submit monthly progress billings (AIA, schedule of values, T&M, milestone billing) based on project contract requirements.
Review job cost reports and coordinate with project managers to confirm percent-complete and billable amounts.
Gather and validate supporting documentation (lien waivers, certified payrolls, supplier receipts, change orders, etc.) before billing submissions.
Maintain billing schedules and track retainage for all construction projects.
Process billing adjustments, credit memos, and revised invoices as needed.
Reconcile project costs with accounting records to ensure accuracy of billed amounts.
Monitor accounts receivable for construction projects, follow up with customers on past-due invoices, and support collections efforts.
Assist with month-end closing tasks related to revenue recognition for construction projects.
Review contract terms to ensure billing aligns with customer agreements, including retainage, billing frequency, and documentation requirements.
Track and process approved change orders for billing.
Maintain organized records for each project, ensuring audit compliance.
Work closely with project managers, purchasing, and field teams to verify job progress and cost coding.
Communicate with GC/AP departments regarding billing questions, submission portals, and required forms.
Serve as an internal resource for construction billing processes and best practices.