BILLING/COLLECTIONS SPECIALIST

Client is seeking a Billing/Collections Specialist to manage project billing and actively collect outstanding receivables. This person will maintain accurate project records, submit complete applications for payment, and follow each billing through approval and payment. Collections is a central responsibility, requiring consistent customer follow-up and prompt resolution of issues delaying payment. The role also supports client s planned transition to a new ERP system. The successful candidate must be willing and able to learn new software and adapt established billing and accounts receivable processes. Hours are Monday - Friday 8:00am - 5:00pm. Salary depends on experience. Company offers Health, Dental, Vision, 401(k), and PTO.

Responsibilities:
Collections and Accounts Receivable
Own regular collection follow-up with customers and general contractors by phone, email, and billing portals; obtain payment commitments and follow through until payment is received.
Review AR aging and prioritize overdue balances, retainage, and other outstanding amounts; maintain clear records of customer contacts, disputes, promised payment dates, and next actions.
Identify and resolve payment obstacles, including rejected billings, missing approvals, documentation requests, and discrepancies, working with project managers and accounting.
Provide regular collection updates, escalate unresolved disputes, and accounts requiring management attention.
Project Setup and Construction Billing
Create new projects in the company s accounting and project management systems, maintaining accurate customer, contract, project, and billing information across systems.
Enter approved change orders in QuickBooks and update related project records so contract values and billings reflect authorized changes.
Prepare accurate invoices and AIA applications for payment, including schedules of values, progress billings, deposits, approved change orders, and retainage, as applicable.
Set up billing records and prepare and submit applications for payment through Procore, Textura, GCPay, and other required customer or third-party systems.
Track billing requirements, submission deadlines, approval status, and required supporting documents; resolve returned or rejected submissions promptly.
Coordinate with project managers to verify billable progress and completion status, reconcile billing totals to project records, and follow up on final billing and retainage release.
Systems and ERP Transition
Learn and use current systems, including QuickBooks, Fishbowl, Smartsheet, and customer billing portals.
Participate in training for the new ERP system (Epicor), and become proficient in project setup, approved change orders, billing, and accounts receivable functions.
Support data cleanup, validation, and testing during the transition; help verify project values, open invoices, and retainage balances in the new system.
Document recurring procedures, suggest practical process improvements, and maintain accurate records as systems and workflows change.