Construction Contracts & Billing Admin

TriMark•Bedford Park, IL

4d•Hybrid

About The Position

The Contracts & Billing Administrator reports to the Senior Manager, Contracts & Billing Located in Bedford Park, IL Full-Time Hybrid (3 days in office, 2 days remote) The Contracts & Billing Administrator supports the efficient execution of construction contracts, billing, and administrative processes. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

3+ years of experience in contracts or billing administration, or equivalent military/practical experience.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Ability to pass a background check post-offer acceptance.

Nice To Haves

Experience with Vendor Management Systems (VMS) and Navision preferred.
Experience in the foodservice equipment and supplies industry a plus.

Responsibilities

Construction Contract Review
Manage and organize construction contract documents and records to ensure accuracy and completeness.
Coordinate Certificates of Insurance (COI) – new, copies, revisions, and renewals.
Complete required forms for the Sales Department and handle prequalification's (new, annual, financial, and departmental requests).
Maintain OCIP/CCIP registration and monthly reporting.
Manage Bid Bonds and P&P Bonds (Tinubu requests, issuance, follow-up, and documentation).
Process certificate and license applications and renewals.
Billing and Reporting
Execute billing processes and prepare AIA Billings (G702/G703) via Textura, GCPay, Procore, and Vertical.
Perform AIA job reconciliations with Project Coordinators and Project Managers.
Manage lien waivers for billing, vendor, and payment.
Prepare month-end reports for bonds and retention.
Maintain AIA Billing, Bond, and Retainage reports using Marlinn Daily Tracker and Smartsheet.
Track and update change orders as required.
Drop Ship Billing
Data and Systems Management
Maintain and analyze contract and billing data in Navision and related systems.
Update and manage BIM360/ACC Cloud documentation.
Support CPS Procurement and financial reporting.
Assist with the Energy Rebate Program.
Manage Dayforce Clock Codes.
Payroll and Compliance
Process Certified Payroll/Prevailing Wage/IC134 (MN) reporting (IDOL, LCP Tracker, OCIP).
Maintain Wage Rate Sheets and ensure compliance with reporting requirements.
Collaboration and Communication
Communicate effectively with internal teams and external partners regarding contract and billing matters.
Collaborate across departments to resolve issues promptly.
Prepare and distribute a Weekly Job Report.