Billing Specialist

Position Overview: We are seeking a professional, energetic, and highly organized individual to join our team as a Billing Specialist. This role will be instrumental in supporting Project Managers with billing needs for multi-million-dollar projects. The ideal candidate thrives in a fast-paced environment, is adaptable to new tasks, and values attention to detail in managing billing processes.

Essential Functions & Responsibilities:

• Billing & Documentation:
  • Prepare and process billings for multiple Project Managers, ensuring all required documentation is included.
  • Perform Time & Materials (T&M) billing tasks, including monitoring incoming work orders, tabulating and verifying job costs in Vista, and ensuring labor rates and tool rental rates are accurate.
  • Adjust billings/receivables as directed by the Accounting Manager or Project Manager.
  • Review contracts for billing requirements (forms, due dates, rates) and submit billings to customers, including using customer portals as needed.
• Job Setup & Maintenance:
  • Set up and maintain job information in Vista.
  • Manage the complete job billing cycle from start to finish, ensuring that all necessary updates are made and tracked.
• Scheduling & Routing:
  • Develop and maintain a schedule to ensure billings and accounts receivable are kept current.
  • Manage routing of contracts by coordinating with Project Managers, the Accounting team, customers, and insurance brokers to ensure timely processing.
• Job Cost Adjustments & Reporting:
  • Prepare/process job cost adjustments as directed by the Project Manager or Accounting Manager.
  • Assist Project Managers in generating custom reports from Vista.
  • Support the Accounting Manager with monitoring under-billed jobs and taking necessary actions.
• Additional Support:
  • Perform other duties as directed by the Accounting Manager to ensure smooth and accurate billing processes.

• Experience: Minimum of 3 years in a billing position.
• Education: Bachelor's or Associate’s degree preferred.
• Industry Experience: Previous experience in the construction industry is required.
• Technical Skills:
  • Proficient in Microsoft Office applications (Word, Excel, Outlook).
  • Experience with Vista (formerly Viewpoint) is a plus

Critical Competencies:

• Organized & Detail-Oriented: Ability to stay focused on complex billing tasks while ensuring accuracy and thoroughness.
• Multi-tasking & Time Management: Capable of handling multiple tasks and priorities in a fast-paced environment.
• Professional Attitude: Demonstrates a positive and professional demeanor in all interactions.
• Team Player: Enthusiastic about contributing to a collaborative work environment and assisting others when needed.
• Communication Skills: Strong verbal and written communication abilities to effectively interact with internal teams and customers.