Billing Specialist

About Professional Diversified Flooring, Inc. Professional Diversified Flooring was established in 1981 and is a leading provider of commercial flooring solutions. With a workforce exceeding 70 office employees and over 400 field labor, the company specializes in comprehensive flooring services for commercial spaces throughout Los Angeles, Orange County, San Diego, Las Vegas, Phoenix, and surrounding areas. Leveraging proprietary technology and a distinctive project management methodology, Professional Diversified Flooring ensures meticulous attention to detail in every undertaking. Our portfolio encompasses a wide range of projects, from corporate offices to casinos and from healthcare to hospitality, positioning us not merely as flooring specialists, but as strategic partners in design and construction adding maximum value to our clients and their clients. THE ROLE Billing at PDF does two things: it bills, and it collects. The Billing Specialist owns both, end to end, for the projects assigned to them — from verifying the contract, through progress billing, pay applications, portal submission, lien releases and retention, to collecting the money and closing the job. Roughly 60% of your time is billing, 30% is collecting, and 10% is the compliance paperwork that gates payment in construction. You are the customer-facing voice of our accounting department to General Contractor project accountants and End User AP teams, and the person our Project Managers rely on to turn finished work into cash. This is not a data-entry job. The volume is real — a proficient specialist produces 150–200 billings and around $3 million a month — but the work is judgment: reading a subcontract's billing terms, knowing how much can reasonably be billed on a job, catching an over-billing before the GC does, and knowing how far to push a collection before escalating. You will report to our Billing Manager and work alongside a small, tight team in our Irvine office. Billing is centralized here and serves all five of our markets. WHAT YOU'LL OWN Verify every contract, PO and change order against our system before the first bill goes out. Prepare and submit accurate, timely progress billings in the format each customer requires — AIA G702/G703 applications, GC-specific forms, PO-based invoices and system-generated invoices. Build and maintain schedules of values; apply startup, change order and retention rules correctly. Submit through the customer's billing portal — Textura, GCPay, Procore Pay, Coupa and others — and hit every GC's cutoff. Track retention balances and bill retention on time. Review Project Manager and customer billing requests daily, and review underbilled jobs weekly to find what can be billed. Prepare conditional and unconditional lien waivers with every billing, using the correct statutory form for California, Nevada or Arizona. Manage portal escrow protocols and the release exchange that unlocks payment. Identify when a payment is being held for a compliance item — a missing release, certificate of insurance, preliminary notice or certified payroll — and route it to the right person fast. Serve as a Notary Public to authenticate billing and waiver documents (company will sponsor certification if you are not currently a notary). Collections & Reconciliation Monitor AR aging for your projects and follow up proactively with GC accounts payable departments. Research and resolve billing discrepancies, short-payments and rejected invoices quickly. Maintain accurate, current collection notes in the system on every contact. Know the thresholds — when a receivable is normal, when it needs a call, and when it needs your manager. Handle all customer billing correspondence through our Salesforce case system — every project and every billing has a case, and nothing lives in a personal inbox. Answer every customer billing inquiry within 48 hours. Coordinate with Project Managers to confirm completed scope and change orders before billing. Support month-end close by ensuring all monthly billings are posted correctly, and maintain organized, audit-ready billing packages. WHO YOU ARE Fast and comfortable in software — Salesforce, Excel, Acrobat, and a different billing portal for nearly every major GC. This role is technology-heavy by design. Detail-obsessed — a contract that doesn't tie to the system bothers you until it does A clear, professional communicator who can defend a bill without picking a fight Organized enough to run a dozen GC cutoffs a month without missing one Willing to make a judgment call and stand behind it Collaborative — you help at cutoff and you share what you learn Discreet with confidential financial information Genuinely interested in how construction gets paid — retention, releases, prelims, portals and all MINIMUM REQUIREMENTS 2+ years of experience in billing or project accounting, ideally in construction — general contracting or subcontracting. Working knowledge of accounts receivable including progress billing, AIA billing methodology and collections. Medium-to-advanced Excel — formulas, formatting, spreadsheets and tables. Our interview includes a working Excel exercise. Strong written and verbal communication. Full time, in person, Irvine office. This is not a remote position. Preferred Experience with Textura, GCPay, Procore or similar construction billing platforms. Prior experience with subcontractor progress and retention billing, lien waiver management and related compliance. Current Notary Public certification. Experience in commercial flooring or specialty finishes. Healthcare: PDF offers several insurance plans for employees to choose from. For the standard plan the employee’s contribution is $50 per month for the Employee’s coverage, the balance of the cost is paid by PDF. Employee is responsible for additional costs related to buy-up plan options. Employee responsible for 100% of eligible dependent premiums, but PDF will pass-through its discounted group rate. Eligible after 2 months of full-time employment. Dental: PDF offers a PPO Dental Insurance Plan, and subsidizes the employee’s premium at 50%. Flexible Spending Account: PDF offers an FSA account to allow employee to pay qualifying medical expenses on a pre-tax basis. Employee may contribute up to the legal maximum $2,600 toward the account and PDF will match employees' contribution up to $200. Retirement: After 12 months of full-time employment, employees are eligible to participate to PDF’s SimpleIRA plan. PDF will match employee’s contribution up to a maximum of 3% of employee’s annual salary. Cell Phone: Eligible to enroll qualifying phone (Verizon) in company-paid cell-phone plan or receive fixed monthly reimbursement/stipend for personal cell phone use. Paid Time Off: Paid time off accrues according to employee tenure at the company. #J-18808-Ljbffr Professional Diversified Flooring, Inc