Construction Accounting & Billing Specialist

As a leading mechanical contractor serving the Southeast and Midwest, Batchelor & Kimball takes pride in partnering with our clients to deliver excellent results from engineering and construction to operations and maintenance. We offer design/build and turnkey construction services, including teaming with subcontractor partners. If you are looking to grow your career and thrive in a team environment, then we invite you to apply for this position.

The Construction Accounting & Billing Specialist role is designed to support our project management team by ensuring that all deadlines are met with the highest degree of accuracy. The role is responsible for billing customers for goods and services rendered according to contract terms and providing customers the required information to ensure timely payment. This role also serves as an auditor, ensuring that billings are accurate and that proper accounting procedures are followed.

Job Responsibilities/Accountabilities:

Prepare payment requisitions for projects

Coordinate with Project Managers to establish billing timing and procedures/progress billings.

Follow-up to ensure payments are received on a timely basis.

Works with Accounts Receivables and Customer to resolve receivable issues.

Processes invoice credits & bills, as necessary.

Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to-date.

Maintain billing log and prepare retention billing at end of project

Work with project managers to ensure billings are complete, accurate and timely

Prepare payment requisitions for projects that require schedules of values and supporting schedules.

Issue and post bills, receipts and invoices.

Responsible for assisting in accurate and timely job setup

Create, modify, and maintain job billing templates

Enter change orders and ensure proper support is received and attached to the job profile

Enter labor rate changes when applicable

Complete job billings and pay applications timely and accurately with notarization as required

Monitor job billing status to minimize underbillings

Ensure job costs are coded properly and make corrections when needed

Closely monitor AR aging reports (including retainage) to ensure collection efforts are successful

Close out completed jobs and monitor for any future invoices to be applied

Generate Billing and AR reports for review and analysis

Rely on experience and judgment to manage daily tasks

Attend cross-functional business initiative meetings as required

Complete ad-hoc requests from management as needed

Serve as backup to other areas within finance as identified

Supervisory / Budgetary / External communications responsibilities

Must be able to effectively communicate with external general contractors, customers, and subcontractors to ensure job receivables and retainage is collected timely and accurately.

Knowledge, skill and ability requirements (minimum competencies required for job performance)

Must demonstrate a strong understanding of AR and Billing processes or similar job functions

Strong verbal, written, and interpersonal skills.

Ability to work in a fast-paced construction office environment

Ability to organize and prioritize workload to meet closing deadlines with accuracy; accuracy is a must

Knowledge of Microsoft Excel, Access, Word; ability to leverage technology to streamline processes

Exceptional customer service skills and demonstrate the ability to be a team player

The ability to multi-task and willingness to learn new systems and skills.

Prior work experience and educational requirements

High School Diploma or GED is required.

3-5 years of experience as an Accounts Receivable or Billing Associate or equivalent role.

Construction or Mechanical Service industry is highly preferred.

Authorized as a Notary Public is highly preferred

Physical Demands

The physical demands are those associated with working in a typical office environment

NOTE: This job description is not intended to be all-inclusive. The duties described may be changed or reassigned at the discretion of management, and the employee may be required to perform duties that are not listed in the job description.