Senior Billing Specialist (AIA, Service & Construction Billing)

Ackerman Plumbing•Sarasota, FL

About The Position

Ackerman Plumbing is seeking an experienced, highly accountable Senior Billing Specialist to own and oversee complex billing operations across both construction and service divisions. This role has a strong emphasis on AIA construction billing and service, time-and-material (T&M), quoted, and not-to-exceed (NTE) work in a commercial plumbing environment. This position is critical to ensuring accurate, timely, and contract-compliant billing, and is designed for a professional who brings sound judgment, problem-solving ability, and operational awareness—not just invoice processing. The right candidate will think proactively, identify billing risks or inefficiencies, and partner closely with Operations and Finance to ensure billing integrity across the organization. Family-owned and operated since 1946, Ackerman Plumbing has delivered expert craftsmanship across four generations. Our projects span hospitals, hotels, educational institutions, museums, and highly complex commercial facilities. We operate with the belief that our customers deserve nothing less than the World’s Greatest Plumbers—and that standard extends to our internal operations. The Senior Billing Specialist owns the end-to-end billing process for assigned construction and service work, ensuring invoices are accurate, compliant, and submitted on time. This includes AIA progress billings, service/T&M billing, quoted and NTE jobs, and client-specific billing requirements. This role requires the ability to operate independently in complex or unclear situations, exercise sound judgment, and proactively resolve billing issues before they impact cash flow or customer relationships. The Senior Billing Specialist serves as a trusted partner to Project Managers, Service Supervisors, Operations, and Finance.

Requirements

Minimum 5 years of Accounts Receivable or billing experience in a high-volume environment
3–5 years of hands-on AIA billing experience (required)
Demonstrated experience supporting both construction and service billing
Exposure to complex, multi-phase plumbing or construction projects
Strong Excel skills; experience managing schedules of values and billing trackers
Ability to exercise judgment, identify issues, and propose solutions
Professional communication skills and strong customer service orientation
Ability to handle sensitive or disputed billing matters with discretion
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Nice To Haves

Advanced Excel proficiency preferred
Sage Intacct and/or comparable construction and service accounting systems

Responsibilities

Own preparation and submission of AIA billings through client portals
Set up new jobs and maintain accurate AIA schedules of values using Excel
Coordinate with Project Managers to validate progress billings and percent complete
Track and manage approved, pending, and unapproved change orders
Submit lien waivers, insurance certificates, stored material documentation, and bills of sale
Ensure all construction billing complies with contract terms, deadlines, and client requirements
Review and reduce retainage when applicable
Support invoice closeout and final billing per contract requirements
Own service billing for time-and-material, quoted, and not-to-exceed work
Partner closely with Service Supervisors to ensure accurate labor, material, and pricing capture
Navigate customer-specific service billing rules, portals, and approval workflows
Manage partial approvals, disputed charges, and revised billings
Ensure service invoices are timely, defensible, and aligned with customer agreements
Reconcile work orders across internal systems and customer portals
Serve as the primary point of contact for billing-related client inquiries
Investigate, resolve, and correct invoicing discrepancies independently
Identify recurring billing issues and recommend process improvements
Ensure invoices post to the correct accounting period prior to month-end close
Apply and document approved credit memos
Ensure proper sales tax application based on job location
Escalate complex billing issues with clear recommendations, not just problems
Perform other duties as assigned in support of billing operations, process improvement initiatives, and overall company objectives
Process high-volume, complex invoices with accuracy and timeliness
Maintain organized billing documentation and audit-ready records
Reconcile accounts and resolve discrepancies efficiently
Operate effectively with limited direction in ambiguous situations
Balance competing priorities in a fast-paced environment