Job Description
Manage the company’s billing, collections, and customer account activity to ensure accurate invoicing, timely payment, and healthy cash flow across all divisions.
This role reports to the CFO and works closely with Project Managers and field operations to turn completed work into accurate, timely billing and collected revenue. Core Responsibilities Billing & Invoicing - Prepare and submit progress billings, including AIA G702/G703 pay applications and schedules of values.
- Generate invoices from work orders, field tickets, and completed quantities in NetSuite.
- Track billing deadlines by customer and project so invoices are submitted on time each cycle.
- Process change orders, T&M billings, and final billings, and make sure contract values stay current.
- Submit invoices and supporting documents through customer billing portals such as Textura, Procore, and GCPay.
Collections & Cash Management - Monitor accounts receivable aging and follow up on past-due accounts by phone and email.
- Post customer payments, apply cash, and reconcile customer accounts.
- Track retainage balances by project and make sure retainage is billed and collected at closeout.
- Resolve billing disputes, short pays, and deductions with customers and internal teams.
- Escalate high-risk or slow-paying accounts to the CFO with clear documentation.
Lien Waivers & Compliance - Prepare, track, and deliver conditional and unconditional lien waivers with each billing.
- Maintain customer compliance documents including certificates of insurance, W-9s, and credit applications.
- Track notice deadlines and lien rights to protect the company’s ability to collect.
- Support certified payroll and prevailing wage documentation requirements when tied to billing.
Project & Operations Coordination - Work with Project Managers to confirm completed scope, quantities, and billable work before invoicing.
- Coordinate with field operations to collect tickets, signed work orders, and backup documentation.
- Communicate billing status, open items, and collection issues to Project Managers and the CFO.
- Help close out completed jobs by confirming all work, change orders, and retainage have been billed.
Reporting & Account Organization - Prepare weekly and monthly AR aging, billing, and collection reports for the CFO.
- Maintain organized customer files, contracts, pay applications, and billing backup.
- Support month-end close, audits, and account reconciliations.
- Keep customer records, billing contacts, and portal access current in NetSuite.
Key Goals & Measures of Success - Accurate & Timely Billing
- Submit complete, accurate invoices and pay applications by each customer’s deadline with minimal rejections or resubmissions.
- Strong Collections Performance
- Reduce days sales outstanding (DSO) and keep past-due balances within established targets.
- Retainage Recovery
- Track, bill, and collect retainage promptly at project closeout so no retainage goes unbilled.
- Lien Waiver & Compliance Control
- Deliver all required lien waivers and compliance documents on time and keep customer files complete and current.
- Responsive Project Coordination
- Work with Project Managers and field teams to get billing backup quickly and resolve billing questions before they delay payment.
- Reliable Reporting
- Give the CFO clear, accurate AR reports that show cash flow, aging, and collection risk.
- Ownership & Growth
- Take increasing ownership of the full billing-to-cash process, find and fix problems early, and reduce how often the CFO has to step in on day-to-day AR work.
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