Compliance and Billing Assistant

The Compliance and Billing Assistant is responsible for following a job from creation through execution of billing and financial reconciliation processes. This critical role guarantees that all construction work  – specifically residential post-disaster emergency response, rehabilitation, reconstruction and federally financed hazard mitigation - complies with strict program guidelines, local, state and federal compliance regulations.

Success in this role demands a highly functioning individual whose work ethic and a desire to be good at your job is a must. Above average computer operating system knowledge is required as all Disaster programs require movement through proprietary software systems. Understanding how each software functions is essential for success in this role and Disaster recovery programs.

Key Responsibilities --

Billing & Invoicing

• Prepare Draws: Compile all supporting documentation required per program instruction for invoice submittal. All supporting documentation is different per program.
• Prepare Invoices: Submit accurate, detailed monthly invoice requests to project managers, clients, and funding agencies.
• Federal Cost Accounting: Reconcile project costs, material tracking, and labor expenses to ensure all expenditures align with FEMA Public Assistance (PA) and Hazard Mitigation Assistance (HMA) eligibility requirements.

Local & Federal Contract & General Compliance

This role requires hands-on experience with federally funded project compliance. Must understand what the prime contractor is versus work getting pushed down to subcontractors (vendors). Solid working knowledge of Disaster Recovery industry standards and requirements. Clear grasp on the requirements and standards to become a HUB Vendor compared to a Section 3 Business or Resident

• HUB Compliance Experience (monthly or annual)– maintain subcontractor HUB certification statuses, gather monthly costs reports, compile reporting and submit for all applicable projects/programs before deadlines.
• Section 3 Compliance Experience (monthly, quarterly, annual) - maintain subcontractor Section 3 certification statuses, gather monthly Section 3 information/pictures/good faith efforts, compile reporting and submit for all applicable projects/programs before deadlines.
• Certified Payroll – Knowledge or experience preferred. Assisting subcontractors (vendors) on site, tracking submissions, verifying accuracy and data integrity
• Documentation & Record Keeping: Maintain records and documentation for all federal, state, and FEMA-funded projects to withstand stringent program audits.
• Audit Support: Assist project managers and government representatives by gathering necessary invoices, compliance documentation for close-out purposes.

Qualifications

• Experience: 2 - 4 years of construction or disaster recovery experience in administration, management, billing, or compliance.
• Program Construction Knowledge: Experience or working knowledge of FEMA Public Assistance (PA), City of Houston or Harris County Community Development Programs and HUD Community Development Block Grant - Disaster Recovery (CDBG-DR) programs is highly preferred.
• Tech Skills: Proficiency with construction management systems, (e.g. LCP Tracker, Canopy, Neighborly, SharePoint) and Microsoft Office Suite, specifically advanced Microsoft Excel capabilities.
• Compliance Background: Understanding of project compliance reporting. HUB, Section 3, Davis-Bacon Act requirements, prevailing wage reporting, and contract administration in real construction settings.
• Soft Skills & Emotional Intelligence: Demonstrates strength while applying action to self-awareness, self-regulated, motivated, empathy, and high functioning social skills with common-sense communication. Real experience from construction administration is a plus. Successfully overcoming obstacles in high-pressure environments.

Preferred Qualifications 

• LCP Tracker/B2Gnow/OBO – Compliance platform, knowledge or experience, City of Houston/Harris County