Pay Application Administrator

ASSA ABLOY

About The Position

Door Systems ASSA ABLOY is seeking a detail-oriented and motivated Pay Application Administrator to join our finance team in Huntersville, NC. This role is responsible for supporting progress billing cycles, managing lien-related documentation, and managing billing portals for subcontracts across both our commercial and residential installation departments. The Pay Application Administrator plays a critical role in maintaining accurate financial records, ensuring contract compliance, supporting project cash flow, and managing construction receivables in a high-volume environment. The ideal candidate has strong experience with construction billing processes, including AIA pay applications, retainage tracking, change orders, lien waivers, and customer collections.

Requirements

Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
3–5+ years construction billing experience (AIA forms, waivers, retainage).
Strong understanding of construction contract types and billing terms.
Experience with Procore, Textura, CMiC, Sage, Vista, or similar.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) and Adobe.

Nice To Haves

Strong attention to detail and organizational skills.
Ability to manage multiple projects and strict billing deadlines.
Excellent written and verbal communication skills.
Strong analytical and problem-solving abilities.
Customer-focused approach to resolving payment issues.
Ability to work independently in a fast-paced, high-volume environment.
Notary Public certification required or ability to obtain certification within a specified timeframe.

Responsibilities

Support monthly progress billing cycles, including preparation and submission of AIA-style pay applications or equivalent forms.
Track and monitor retainage balances and manage retainage release timing.
Maintain accurate contract values, schedules of values, and change order logs within the ERP/accounting system.
Submit pay applications through customer billing portals (e.g., Textura, Procore, CMiC, etc.).
Review remittance advice and reconcile payments against approved pay applications.
Revise pay applications as needed to resolve discrepancies.
Assist with project close-out documentation upon request.
Compile and execute required documentation, including conditional and unconditional lien waivers.
Coordinate collection of supplier and material lien waivers.
Ensure compliance with contract terms and state lien requirements.
Send pay application invoices to customers in accordance with contract due dates.
Monitor aging reports and manage a portfolio of outstanding accounts.
Contact customers via phone, email, and written correspondence to follow up on overdue invoices.
Investigate short pays, back charges, and disputed items.
Work with clients and internal teams to resolve billing discrepancies.
Maintain accurate documentation of communications, payment arrangements, and collection activities.
Reconcile payapp processed in the portal to the invoice generated in the ERP.
Reconcile accounts receivable balances to approved pay applications.
Prepare regular reports on aging, retainage balances, and collection activity for management review.
Support month-end close processes related to construction receivables.