AIA Billing/AP coordinator

Job Description

Job Description

We are looking for a detail-focused AIA Billing/AP coordinator to support construction project accounting and administrative operations for our growing construction client in the Horsham Area, Pennsylvania. This position partners closely with project leadership and finance staff to keep billing, payables, and project records accurate, organized, and on schedule. The ideal candidate brings a strong understanding of construction documentation and can manage multiple priorities from project launch through final closeout.

Responsibilities:

• Create and submit AIA G702/G703 payment applications while keeping Schedules of Values current and aligned with project progress.

• Monitor invoicing milestones, retainage balances, approved changes, and supporting records to ensure timely and accurate billing activity.

• Work with Project Managers to collect required backup, confirm billing details, and meet client submission timelines.

• Examine vendor and subcontractor invoices for accuracy, confirm required documentation is included, and support accounts payable processing.

• Organize and maintain project files such as contracts, purchase orders, lien waivers, insurance certificates, and related compliance documents.

• Assist with project onboarding activities, documentation requirements, and closeout packages to support a smooth project lifecycle.

• Investigate billing, invoice, and contract discrepancies and coordinate with internal teams to resolve issues promptly.

• Provide day-to-day administrative support to project teams to help maintain momentum and documentation accuracy across active jobs.

• At least 2 years of experience in construction billing, project administration, accounting support, or a similar function.
• Hands-on experience with AIA billing and construction-related documentation is strongly preferred.
• Familiarity with change orders, retainage tracking, and Schedules of Values.
• Background reviewing vendor and subcontractor invoices in a construction environment.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Experience with construction accounting platforms or related software; SAMPro experience is a plus.
• Strong organizational skills, close attention to detail, and the ability to manage competing deadlines effectively.