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 :
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 requiredExcellent time management and organization skills in managing competing priorities and deadlinesAt least 3 years of billing experienceProficient experience in QuickBooks or other accounting softwareAble to handle fast-paced work environment.Experience with high volume invoicingCompensation :
Competitive Salary Yearly BonusPaid Holidays and VacationHealth, Vision, and Dental Insurance plus additional voluntary plans401K with company matchCompany phone, computer,Cost covered for all work-related travelMuller Inc is an Equal Opportunity Employer and makes hiring decisions solely on the basis of merit
