Office & Billing Manager

Office & Billing Manager

A&E Roofing & Siding Inc.
Location: Aurora, IL
Employment Type: Full-Time

Position Summary

A&E Roofing & Siding Inc. is seeking a highly organized and detail-oriented Office & Billing Manager to oversee day-to-day administrative operations, customer billing, collections, and office coordination. This position plays a key role in maintaining accurate job records, timely invoicing, customer communication, and supporting project completion from contract through final payment.

The ideal candidate is proactive, professional, organized, and comfortable communicating with homeowners, builders, insurance companies, and vendors while keeping office operations running efficiently.

Key Responsibilities

Billing & Accounts Receivable

• Prepare and submit customer invoices, progress billings, and final invoices
• Track outstanding balances and follow up on unpaid invoices
• Manage collections and payment follow-up with homeowners, builders, GCs, and insurance claims
• Monitor retainage and payment schedules for projects
• Process customer payments and maintain accurate payment records
• Coordinate lien paperwork and assist with collections process when necessary
• Maintain job costing and billing accuracy

Administrative & Office Management

• Manage day-to-day office operations and administrative functions
• Organize and maintain customer files, contracts, permits, insurance paperwork, and job documentation
• Assist with proposal preparation, contracts, and change orders
• Coordinate scheduling support for sales and production teams
• Answer incoming calls, emails, and customer inquiries professionally
• Maintain CRM/job tracking systems and update project statuses

Insurance & Project Support

• Assist with insurance claim documentation and supplemental paperwork
• Help gather final invoices, photos, estimates, and supporting documentation for insurance carriers
• Track project progress to ensure timely billing and collections
• Coordinate communication between office staff, project managers, sales reps, homeowners, and builders

Customer Service & Communication

• Provide excellent customer service throughout project lifecycle
• Handle customer concerns, payment questions, and job-related administrative requests
• Send payment reminders and follow-up communications professionally
• Maintain positive relationships with homeowners, builders, and vendors

Qualifications

• Previous office administration, billing, or construction office experience preferred
• Strong organizational and time-management skills
• Excellent communication and customer service abilities
• Experience with invoicing, collections, and accounts receivable preferred
• Proficient in Microsoft Office, Excel, email, and office software
• Ability to multitask in a fast-paced construction environment
• High attention to detail and professionalism

Preferred Experience

• Roofing, siding, construction, insurance restoration, or contractor office experience
• Familiarity with insurance claims, supplements, and project documentation
• Experience working with builders/GCs and residential/commercial customers

Performance Expectations / KPIs

• Timely invoicing on completed work
• Reduced outstanding receivables
• Accurate job documentation and billing
• Strong customer communication and follow-up
• Organized office systems and project files
• Timely collection of payments

Compensation: Based on experience