Billing Specialist

Billing Specialist

The Billing Specialist plays a key role in ensuring accurate and timely construction billing by partnering closely with project managers and other stakeholders. This position focuses on preparing AIA billings, managing billing schedules, processing customer payments, and resolving billing and credit issues. The role offers significant exposure to large, complex mechanical construction projects and provides strong opportunities for professional growth within a collaborative, high-paced team environment.

Responsibilities

• Work closely with project managers to generate accurate client billings that reflect project progress and contractual terms.
• Prepare and review AIA billing documents to ensure they accurately reflect project progress, costs, and approved changes.
• Collaborate with project managers to establish billing schedules and deadlines that support timely submission of payment applications.
• Maintain organized and up-to-date records of all billing-related documents, including change orders, contracts, lien waivers, and supporting documentation.
• Liaise with clients, subcontractors, and project managers to address billing inquiries, resolve discrepancies, and manage change requests.
• Process customer payments in a timely and accurate manner, ensuring proper application to customer accounts.
• Contact customers to discuss overdue payments, provide account status updates, and negotiate payment arrangements when appropriate.
• Locate customers using appropriate tools and resources to follow up on outstanding balances and billing issues.
• Process payments and refunds accurately, ensuring proper documentation and adherence to internal procedures.
• Call customers to resolve billing and credit issues, clarify charges, and address disputes professionally.
• Take proactive actions to encourage timely payments and reduce accounts receivable balances, including follow-up communications and escalation when necessary.
• Lead or participate in cross-functional projects and initiatives designed to streamline billing and collections processes and increase accuracy and efficiency.
• Establish and enforce accounting policies and procedures related to billing and collections, ensuring appropriate internal controls are in place and followed.
• Assist with special projects, billing and collection research, and ad hoc analysis as needed to support the finance and project teams.

Essential Skills

• 3+ years of construction billing experience.
• 2+ years of experience with relevant accounting or billing systems.
• 2+ years of customer reconciliation experience, including resolving discrepancies and balancing customer accounts.
• 2+ years of GMP (Guaranteed Maximum Price) billing experience.
• Intermediate proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data analysis.
• Hands-on experience with billing processes specific to construction projects, including AIA billing.
• Strong accounts receivable experience, including payment processing and collections.
• Ability to manage multiple billing schedules and deadlines in a high-paced environment.
• Strong communication skills for working with clients, subcontractors, and internal project teams.
• High attention to detail and accuracy in documentation and billing records.
• Ability to work independently while collaborating effectively with a broader team.

Additional Skills & Qualifications

• System experience with Coins or similar construction accounting/billing platforms.
• Experience with K2A or comparable systems is a plus.
• Associate's or Bachelor's degree in Accounting or a related field is preferred.
• Experience with T&M (Time and Materials) billing.
• Experience reviewing contracts to ensure billing aligns with contractual terms.
• Demonstrated ability to participate in or lead process improvement and cross-functional initiatives.
• Comfort working in a fast-paced, team-oriented environment while remaining open to seeking help and collaborating with others.

Work Environment

This role offers the flexibility to work 100% remotely, providing a high degree of autonomy and work-life balance. Candidates who are local to Minnesota may have the opportunity to spend some time in the St. Paul office, collaborating in person with project and finance teams. The organization operates as a leading mechanical contractor handling projects of varying size and complexity, including stadiums, manufacturing facilities, power plants, hospitals, concert halls, and classrooms across multiple regional locations. The culture combines the stability, resources, and opportunities of a national organization with the team-oriented, creative, and customer-focused spirit of a local business. Team members work in a high-paced, collaborative environment that encourages independence, open communication, and mutual support. Leadership emphasizes flexibility, respect for life outside of work, and a non-micromanaging approach, making it a supportive setting for professionals who thrive on variety, new challenges, and continuous growth.

Job Type & Location

This is a Contract to Hire position based out of Saint Paul, MN.

Pay and Benefits

The pay range for this position is $32.00 - $35.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Jul 27, 2026.