Project Billing Specialist

Aston Carter•Saint Paul, MN

2d•$32 - $35•Remote

About The Position

The Project Billing Specialist plays a key role in ensuring accurate and timely construction billing by partnering closely with project managers and other stakeholders. This position focuses on preparing AIA billings, managing billing schedules, processing customer payments, and resolving billing and credit issues. The role offers significant exposure to large, complex mechanical construction projects and provides strong opportunities for professional growth within a collaborative, high-paced team environment.

Requirements

3+ years of construction billing experience.
2+ years of experience with relevant accounting or billing systems.
2+ years of customer reconciliation experience, including resolving discrepancies and balancing customer accounts.
2+ years of GMP (Guaranteed Maximum Price) billing experience.
Intermediate proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data analysis.
Hands-on experience with billing processes specific to construction projects, including AIA billing.

Nice To Haves

System experience with Coins or similar construction accounting/billing platforms.
Experience with K2A or comparable systems is a plus.
Associate’s or Bachelor’s degree in Accounting or a related field is preferred.
Experience with T&M (Time and Materials) billing.
Experience reviewing contracts to ensure billing aligns with contractual terms.
Demonstrated ability to participate in or lead process improvement and cross-functional initiatives.
Comfort working in a fast-paced, team-oriented environment while remaining open to seeking help and collaborating with others.

Responsibilities

Work closely with project managers to generate accurate client billings that reflect project progress and contractual terms.
Prepare and review AIA billing documents to ensure they accurately reflect project progress, costs, and approved changes.
Collaborate with project managers to establish billing schedules and deadlines that support timely submission of payment applications.
Maintain organized and up-to-date records of all billing-related documents, including change orders, contracts, lien waivers, and supporting documentation.
Liaise with clients, subcontractors, and project managers to address billing inquiries, resolve discrepancies, and manage change requests.
Process customer payments in a timely and accurate manner, ensuring proper application to customer accounts.
Contact customers to discuss overdue payments, provide account status updates, and negotiate payment arrangements when appropriate.
Locate customers using appropriate tools and resources to follow up on outstanding balances and billing issues.
Process payments and refunds accurately, ensuring proper documentation and adherence to internal procedures.
Call customers to resolve billing and credit issues, clarify charges, and address disputes professionally.