What are the responsibilities and job description for the Admin Assistant, Billing & Contracts position at Muller, Inc.?
Title: Admin Assistant, Billing & Contracts
Type: Full Time, Exempt
Location: Reston, VA - hybrid
Reports to: Assistant Director, Billing & Contract
Muller is a full-service Site Work Contractor based in Northern Virginia. Our unique technology and systems-driven approach has led us to become a leading provider of sustainable civil construction services throughout Maryland, Virginia, and DC.
Disclaimer: The following description has been designed to indicate the general nature and essential responsibilities of work performed by employees within this classification. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required.Responsibilities:
- Billing and Invoicing:
- Prepare invoices by accurately entering data from Project Managers' invoice billing cover sheets into QuickBooks.
- Verify that job information and unit prices align with contracts or signed agreements.
- Review and address special billing requirements, such as: Emailing invoices to specific contacts (e.g., accounts payable).
- Preparing AIA forms (G702 & G703) or lien waivers.
- Submitting invoices through client portals as required.
- Ensure timely and accurate distribution of invoices to clients.
- Maintain and update the contract matrix on a daily basis.
- Monitor outstanding job tickets and collaborate effectively with Project Managers.
- Generate and submit quarterly backlog reports to the Director of Finance.
- Contract and Administrative Support:
- Assist with contract review and entry for both Muller, Inc. and DFM Development Services, LLC, using Salesforce, QuickBooks, and BigTime software.
- Enter new job information into the Dominion Payroll system.
- Develop and maintain organized contract files to facilitate periodic reviews.
- Provide Certificates of Insurance (COIs) to clients upon request.
- Manage contract prequalification processes and enroll in CCIP & OCIP programs as needed.
- Monitor and respond to inquiries from shared inboxes.
- Reporting and Other Responsibilities:
- Generate and analyze reports using Excel for internal and client purposes.
- Support DFM's monthly billing process, including preparing reports, communicating with DFM Directors, and managing lien waivers.
- Handle the distribution and mailing of invoices to clients, including follow-ups via email.
- Perform additional administrative tasks as assigned.
Required Qualifications:
- Proficient experience with Microsoft Office Suite is required
- Excellent time management and organization skills in managing competing priorities and deadlines
- At least 3 years of billing experience
- Proficient experience in QuickBooks or other accounting software
- Able to handle fast-paced work environment.
- Experience with high volume invoicing
Compensation:
- Competitive Salary Yearly Bonus
- Paid Holidays and Vacation
- Health, Vision, and Dental Insurance plus additional voluntary plans
- 401K with company match
- Company phone, computer,
- Cost covered for all work-related travel
Muller Inc is an Equal Opportunity Employer and makes hiring decisions solely on the basis of merit
