Billing Specialist

PDF is growing fast. We have evolved from a traditional commercial flooring contractor into a technology-forward construction company — and we need detail-driven project professionals to help us scale. The Assistant Project Manager sits at the execution core of our business, embedded directly in an active project portfolio and responsible for keeping complex, multi-phase commercial flooring projects moving accurately and on time. This is not a clerical role. This is a foundational PM role with real responsibility, direct exposure to senior leadership, and a defined runway into full Project Management and beyond. High performers here move up. ABOUT PROFESSIONAL DIVERSIFIED FLOORING Founded in 1981 and headquartered in Irvine, CA, Professional Diversified Flooring (PDF) is a leading commercial flooring contractor serving End-Users, General Contractors, Real Estate firms across Los Angeles, Orange County, San Diego, Las Vegas, and Phoenix. With a portfolio spanning corporate offices, healthcare, hospitality, and large-scale institutional projects, PDF partners with some of the most respected General Contractors in the Western U.S. PDF is in an early stage of hypergrowth — modernizing our operations, scaling our team, and investing in proprietary technology to lead our industry. If you want to grow inside a company as it transforms, and be developed by some of the best leaders in commercial construction, this is your moment. The Billing Specialist owns the full billing cycle for PDF's active projects — preparing and submitting accurate, timely progress billings to General Contractors, tracking retention and lien waiver compliance, and reconciling invoices and project accounts. This role requires strong attention to detail, comfort working across multiple concurrent project billing cycles, and the ability to partner closely with Project Managers, Accounting, and GC billing contacts to keep cash flow moving smoothly as PDF scales. KEY RESPONSIBILITIES Prepare and submit accurate progress billings/pay applications (AIA G702/G703, GC-specific formats, and online billing portals) in line with each project's contract terms and billing schedule. Track retention, lien waivers/releases, and other subcontractor compliance documentation required for payment. Monitor billing schedules across active projects to ensure invoices go out on time and payment cycles stay on track. Coordinate with Project Managers to confirm billing amounts, change orders, and completed scope prior to submission. Follow up with GC billing contacts on payment status, resolve billing discrepancies, and escalate aging items as needed. Serve as a Notary Public to authenticate billing and waiver documents (company will sponsor certification if not currently held). Reconcile subcontractor and vendor invoices against purchase orders, contracts, and change order approvals. Support month-end close, ensuring all monthly billings are posted correctly. Upload billing packages and supporting documentation to maintain organized, audit-ready records. Review incoming Project Manager and customer billing requests. Review underbilled job amounts and costs vs. budget to determine appropriate billing amounts. Collections & Reconciliation Utilize Excel spreadsheets to track project progress percentages and retention balances. Monitor AR aging reports and proactively follow up with GC accounts payable departments regarding payment status. Research and resolve billing discrepancies, short-payments, or rejected invoices quickly by analyzing internal and external accounting data. Maintain accurate, up-to-date notes on collection efforts within the accounting system. Cross-Functional Collaboration Serve as a key point of contact between Accounting, Project Management, and external GC billing/AP contacts. Communicate billing status and issues clearly and proactively to internal management. QUALIFICATIONS 4+ years of experience in billing or project accounting, ideally within construction, general contracting, or subcontracting. Working knowledge of accounts receivable including progress billing, AIA billing methodology, and collections. Medium to advanced Excel skills (formatting, formulas, spreadsheets/tables). Highly detail-oriented, with strong organizational skills and the ability to manage multiple project billing cycles at once. Clear, professional written and verbal communication — comfortable corresponding directly with GC billing contacts. Ability to thrive in a fast-paced, hypergrowth environment with evolving processes. PREFERRED QUALIFICATIONS Experience with Textura, GCPay, Procore, or similar billing and accounting/ERP platforms. Prior experience with subcontractor progress and retention billing, lien waiver management, and related compliance. Current Notary Public certification. What PDF Offers Salary $70K+ and benefits, including medical, dental, and FSA options. A long-term career as PDF continues its hypergrowth expansion across CA, NV, and AZ. The opportunity to shape the future of a growing, family-owned company while taking part in a unique and diverse company culture. On-site position, Irvine, California Monday- Friday 8-5pm (40-hours) #J-18808-Ljbffr