Billing and Collections Specialist

Billing And Collections Specialist

The Billing and Collections Specialist is responsible for the timely and accurate billing and collection of both project-based and service invoices across the organization. This role serves as a critical link between Operations, Project Management, and Finance, ensuring revenue is recognized accurately, customer accounts are maintained, and outstanding receivables are collected in accordance with contractual terms. The ideal candidate is detail-oriented, deadline-driven, a strong team player, and known for diligent, extensive follow-up until issues are fully resolved.

Project Billing

Generate and issue progress billings, schedule of values invoices, milestone billings, and final/retention invoices for active projects. Review contract terms, change orders, and project documentation to ensure billings are accurate, fully supported, and submitted in compliance with customer requirements. Coordinate with project managers to confirm percentage of completion, approved change orders, and required lien waivers or compliance documents prior to invoicing. Maintain accurate billing schedules and ensure all projects are billed within established cutoff dates each month.

Service Invoicing

Convert completed service tickets, work orders, and dispatched calls into accurate customer invoices on a daily or weekly cadence. Review labor hours, material usage, equipment, and subcontractor costs for accuracy before releasing invoices. Apply correct pricing, tax treatment, and contract or warranty terms based on customer agreements. Resolve discrepancies between field documentation and billing records by working with technicians, dispatchers, and service managers.

Collections and Accounts Receivable

Monitor aging reports and proactively follow up on past-due invoices via phone and email. Research and resolve customer billing disputes, short payments, and deductions in coordination with project managers and operations teams. Escalate aged or at-risk receivables to the Accounts Receivable Manager and associated management. Submit invoices through customer portals (Textura, GCPay, Ariba, Coupa, etc.) and manage compliance documentation as required.

Customer Service and Internal Coordination

Serve as the primary point of contact for customer billing inquiries, providing prompt, professional, and accurate responses. Work collaboratively as part of the centralized billing team, sharing knowledge, covering for teammates when needed, and contributing to shared goals. Build strong working relationships with project managers, service coordinators, and operations leaders to ensure billing information is complete and timely. Maintain organized customer files, including contracts, certificates of insurance, W-9s, tax exemption certificates, and lien waiver documentation.

Reporting and Compliance

Assist with month-end close activities, including unbilled revenue review and AR reconciliations. Ensure compliance with sales tax requirements and customer-specific billing protocols. Identify process improvement opportunities to reduce DSO, improve invoice accuracy, and shorten the billing cycle.

Responsibilities:

• Own It: Focus on excellence in everything you do and each interaction you have with all clients
• Learn: Absorb the training. Make yourself an expert on our portfolio of solutions
• Represent: Always understand that you are the face of the company to our customers
• Diversity: Every project and service call are different so you must enjoy variety in your workday
• Work as One Team: Work closely with Minuteman's sales, management, and operations teams to best serve our customers
• Find a way: Turn challenges into opportunities
• Play To Win.

Qualifications:

Required

• Associate's degree in Accounting, Finance, Business, or related field, or equivalent work experience

• 2+ years of billing, accounts receivable, or collections experience, preferably in construction, security integration, MEP/trades, or a project-based services environment

Strong proficiency in Microsoft Excel is required , including pivot tables, VLOOKUP/XLOOKUP, filtering, and formula-based reconciliations

Demonstrated experience working in customer billing portals is required (e.g., Textura, GCPay, Ariba, Coupa, OpenInvoice, or similar)

Exceptional attention to detail and a track record of catching errors before invoices are released

Diligent, extensive follow-up skills — persistence in tracking down approvals, documentation, and payment until issues are fully resolved

Proven ability to work effectively as part of a team , supporting teammates and contributing to shared department goals

Strong written and verbal communication skills with a customer-service mindset

Ability to manage competing deadlines across multiple project managers and customers

Preferred

AIA billing experience (G702 / G703 applications for payment) is a plus

Experience with ERP systems such as Sage Intacct, Sage 300 CRE, Vista by Viewpoint, Acumatica, NetSuite, or QuickBooks

Knowledge of multi-state sales tax rules and tax-exempt billing

Field service management software experience (ServiceTrade, BuildOps, ServiceTitan, etc.)

Key Competencies

Attention to detail, diligence and persistent follow-through, teamwork and collaboration, ownership and accountability, organization and time management, professional communication, and a continuous-improvement mindset.

Performance Metrics

Success in this role is measured by billing timeliness (percentage billed within established cutoffs), invoice accuracy and rebill rate, days sales outstanding (DSO), aged AR over 60/90 days as a percentage of total AR, portal submission acceptance rate, and internal and customer satisfaction.

Pay Transparency Statement

The base pay range for this role is $58,000 - $75,000 annually. Note that base pay may vary based on location, skills, and experience and may vary from the amounts listed above. This position may also be eligible for a variable bonus in addition to base salary as well as health coverage, paid holidays, and other benefits.

Equal Employment Opportunity (EEO) Statement

Minuteman Security & Life Safety is an equal opportunity employer that is committed to diversity, equity and inclusion and providing a workplace that is free from discrimination and harassment of any kind based on race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity), national origin, age, disability or genetic information or any other status or characteristic protected by federal, state, or local law. Minuteman Security & Life Safety provides equal employment opportunity to all individuals regardless of these protected characteristics. Further, Minuteman Security & Life Safety takes affirmative action to ensure that applicants and employees are treated without regard to any of these protected characteristics in all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and separation from employment.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Drug-Free Workplace Statement

Minuteman Security Technologies, Inc. is an equal opportunity employer that offers a smoke-free and drug-free workplace.