Construction Billing & Pay Applications Coordinator

Job Description

Job Description

We are seeking an experienced Construction Billing & Pay Applications Coordinator to support our Commercial Construction Team by managing and coordinating all aspects of monthly client pay applications for ongoing construction projects.

This role will work closely with Project Managers, Accounting, Subcontractors, and Clients to ensure accurate, timely, and contract-compliant submission of all project pay applications. The ideal candidate will have strong commercial construction experience and a thorough understanding of construction billing processes, schedule of values, subcontractor pay applications, lien waivers, and client-specific billing requirements.

Key Responsibilities

• Prepare, compile, and submit monthly owner pay applications for multiple commercial construction projects
• Coordinate with Project Managers to verify percent complete and schedule of values accuracy
• Ensure subcontractor pay applications received by cutoff dates are properly included in owner billings
• Collect and organize all required lien waivers, supporting documentation, and client-required forms
• Review construction contracts to understand billing procedures, payment terms, and submission requirements
• Track submitted pay applications and monitor payment status to ensure timely collections
• Assist leadership during contract negotiations regarding billing procedures and payment terms
• Identify and communicate billing issues, delays, or risks to leadership teams
• Help develop and improve processes between Accounting and Construction Operations teams
• Maintain accurate billing records and documentation
• Ensure all pay applications are properly coded by construction division and aligned with project schedules of values

Qualifications

• Previous experience in commercial construction billing, pay applications, or project accounting required
• Strong understanding of AIA billing, lien waivers, subcontractor pay applications, retainage, and schedules of values
• Experience reviewing and interpreting construction contracts and payment terms
• Strong Excel skills and general accounting knowledge
• Excellent organizational and communication skills
• Ability to manage multiple projects and deadlines simultaneously
• Self-starter with strong problem-solving skills and attention to detail
• Ability to work collaboratively with Project Managers, Accounting, Clients, and Subcontractors

CAET PMC is a rapidly growing project management and construction company based in Southlake, TX, focused on delivering high-quality projects while building scalable systems, strong leadership, and long-term client relationships.

Company Description

CAET PMC is a rapidly growing project management and construction company based in Southlake, TX, focused on delivering high-quality projects while building scalable systems, strong leadership, and long-term client relationships.