Billing and Collections Specialist

Billing and Collections Specialist (Construction) Company: Columbia Woodworking Location: Capitol Heights, MD Job Type : Full-Time, In-Person About Columbia Woodworking For over 50 years, Columbia Woodworking has been a trusted leader in premium architectural millwork across the mid-Atlantic region. From our state-of-the-art 70,000 sq. ft. manufacturing facility, we transform complex design visions into world-class commercial realities. We don't just follow blueprints—we help shape them. Our team operates on five cultural pillars: Service is the standard, Own it!, Keep getting better, Built to last, and Problem? Bring it. If you are a solutions-oriented professional who treats estimation as a strategic partnership rather than a data-entry task, we invite you to build your career with us. What You’ll Do As the Billing and Collections Specialist, you'll play a vital role in managing the full billing cycle for projects, focusing on preparing AIA pay apps, submitting them via portals like Procore and Textura, tracking progress payments, managing lien waivers, and timely collection of payments from GCs/clients, while working closely with Project Managers for accurate billing and compliance. Your key responsibilities will include: Accounts Receivable Generate and issue AIA Progress Billing for monthly draws, detailing work completed, stored materials, and retainage. Monitor and record customer payments, ensuring proper allocation to jobs Proactively follow up on past due accounts, resolve discrepancies, and communicate payment status to internal stakeholders. Prepare and distribute regular AR aging reports to management with updates on collection efforts. Coordinate lien waivers, payment applications, and retainage billing processes in line with construction contract requirements. Collaborate with the project management team to address billing adjustments, change orders, or customer disputes. Reconcile AR subledger to the general ledger and assist in month-end close activities. Cash Application and Collections Ensure timely and accurate cash application of customer payments. Track open accounts and escape collection issues, offering solutions to improve cash flow. Address and resolve billing discrepancies and disputes with customers. Administrative Support Maintain accurate and organized AR files, including invoices, payment records, and customer communications. Support compliance efforts related to COIs/lien wavers/contract documentation/etc. Prepare reports for senior leadership, including customer account status and cash flow forecasts. Support job cost reporting and ensure alignment with construction project budgets. What We’re Looking For To thrive in this role, you’ll need: Prior experience with accounts receivable in the construction industry, specifically AIA billing Proficiency with construction accounting software (Sage, Starbuilder, Foundations) and online platforms (Procore, Textura) Detail-oriented, organized, proactive collector, and strong problem solver Experience with Microsoft Office (Excel (advanced), Word, and Outlook) Ability to quickly learn new software packages Ability to interpret construction contracts for billing terms, retainage, and lien requirements Ability to work in a team environment with changing demands and timelines Desire to learn and assume increasing responsibilities Effective verbal and written communication skills Ability to manage multiple tasks and deadlines in a fast-paced environment Current notary or the ability to become a notary Why Join? Career Growth & Leadership Opportunities : Take on a pivotal role in a high-growth company looking to expand and build out the team. Legacy of Excellence : Join a company with an outstanding reputation for quality and craftsmanship spanning five decades. Cutting-Edge Innovation : Be part of a team that is embarking on investments in the latest technology, automation, and sustainable building practices. Collaborative & Supportive Culture : Work with a passionate, creative team dedicated to excellence and client satisfaction. Impactful Work : Contribute to the creation of stunning, high-end commercial spaces that leave a lasting impression. We take care of our employees by offering an exceptional, stable workplace environment and a generous employment benefits framework: Competitive base salary $70,000 - $90,000, based on experience Comprehensive Health and Dental insurance programs 401(k) Profit Sharing Plan with company match Flexible Spending Accounts (FSA) Generous Paid Time Off (PTO) and paid company holidays Company-paid Life Insurance and Employee Assistance Programs (EAP) Dedicated career development paths and ongoing software/industry training #J-18808-Ljbffr Columbia Woodworking