Project Billing Specialist

North American Millwright•Baltimore, MD

10d

About The Position

The Project Billing Specialist supports project-based billing within a multi-trade industrial services environment, including millwright, plant relocation, machinery installation, rigging, piping, welding, and electrical projects. This role is responsible for preparing and managing complex job billings across multiple active projects, including AIA progress billings, time-and-material invoices, change orders, and retention tracking. The position works closely with project managers and operations to ensure invoices accurately reflect contract terms, approved schedules of values, job cost data, and project progress. This is a project-driven billing role within a trades-based construction and mechanical setting — not a general accounts receivable position. The role reports to the Assistant Controller.

Requirements

Minimum 4 years of experience in project-based billing within a construction, mechanical, or trades-driven environment.
Demonstrated experience preparing AIA progress billings and managing schedules of values (SOVs).
Working knowledge of: Time-and-material billing structures Change order billing Retention tracking (receivable) Contract-based invoicing requirements
Experience reviewing job cost detail (labor, equipment, subcontractors, materials) prior to invoicing.
Ability to interpret customer contracts, rate sheets, and billing.
Proficiency in Microsoft Excel, including reconciliation and invoice-level.
Strong attention to detail and ability to manage multiple active projects simultaneously.
Ability to work directly with project managers in a deadline-driven, field-oriented environment.

Nice To Haves

Experience in millwright, plant relocation, mechanical, electrical, heavy civil, or specialty trade contracting environments.
Experience with Foundation construction accounting
Exposure to certified payroll documentation, lien waivers, or industrial client billing
Associate degree in Accounting, Business, or Construction Management (or equivalent work experience).

Responsibilities

Prepare and submit project-based billings across multiple active industrial jobs, including AIA progress billings, time-and-material invoices, lump sum billings, and approved change order billings.
Review job cost detail (labor, equipment, materials, subcontractor costs) prior to invoicing to ensure billings align with contract terms, approved schedules of values, rate sheets, and actual job performance.
Track and manage retention receivable by job and customer in accordance with contract requirements.
Coordinate directly with project managers to confirm percent complete, approved scope changes, billable quantities, and contract compliance before invoice submission.
Assemble complete billing packages when required, including supporting documentation such as time detail, equipment logs, subcontractor invoices, lien waivers, or other customer-specific documentation.
Post customer payments and apply cash receipts accurately by invoice and job, maintaining clean job-level accounts receivable records.
Monitor accounts receivable aging reports and assist with collection follow-up in coordination with project management.
Investigate and resolve billing discrepancies related to rates, quantities, contract terms, or scope changes.
Maintain accurate job-level billing status, including open balances, retention held, and contract value tracking.
Support month-end close by assisting with project billing reconciliations, contract balance reviews, and related reporting.
Ensure all billings comply with customer contracts, client requirements, and internal accounting controls.
Provide additional accounting and administrative support to the finance team as needed.