Billing & Compliance Coordinator

Job Description

Job Description

Since opening our doors in 1999, Falcon Steel has evolved into Springfield, Missouri's premier full-service steel center. What sets us apart isn't just our extensive inventory—it's our people. Our skilled team brings over 100 years of combined industry knowledge to every project.

We maintain one of the region's most comprehensive steel inventories, featuring more than 600 unique SKUs across carbon steel products. From standard dimensions to hard-to-find specialty items, our warehouse is strategically stocked to meet demanding timelines and unique specifications.

Our commitment goes beyond stocking shelves. We offer custom processing services and can source specialty grades that others can't. We know that exceptional steel solutions require a team that delivers. That's why we're expanding our crew of steel professionals who share our dedication to excellence.

About the Role

The Billing & Compliance Coordinator supports customer credit, accounts receivable, construction pay applications, lien and bond rights, insurance certificates, and sales/use tax compliance across all projects. Reporting to the Accounting Manager, this role keeps billing timely and accurate, helps minimize bad debt, and supports project managers and accounting in protecting cash flow and keeping the company compliant on every job.

Key Responsibilities

Credit & Collections

• Review customer financial information, payment history, and project risk, and recommend credit limits to the Accounting Manager for approval.
• Monitor AR aging and prioritize collection activity on past-due accounts; place customers on and off credit hold, coordinating with sales and project management to protect exposure while minimizing disruption.
• Coordinate repayment terms and payment plans within approved guidelines, escalating settlement decisions to management; assist with engaging outside collection resources (attorneys, agencies) when internal efforts are exhausted.
• Maintain organized customer credit files, documentation, and internal notes on risk and collection status.

Construction Pay Applications & Billing

• Prepare, review, and submit monthly pay applications per contract terms (AIA or customer-specific formats), verifying quantities, stored materials, retention, and change orders with project managers before submission.
• Track pay app approval status, resolve customer/AP questions and discrepancies, and maintain a schedule of values and billing log for each active project to support forecasting and cash-flow planning.
• Coordinate with accounting on proper posting of invoices, retention, and receipts.

Lien, Bond & Contract Compliance

• Help protect mechanic's lien and bond rights by tracking notice deadlines and preparing preliminary notices, lien claims, and bond claims for filing; keep an organized system of notices, waivers, and supporting job documentation.
• Review contract payment terms, pay-when-paid/pay-if-paid provisions, and retention requirements and flag cash-flow risk to management; support coordination with legal counsel on lien releases, waivers, and disputed or slow-pay accounts.

Insurance & Tax Administration

• Collect, review, and maintain customer and subcontractor insurance certificates against contract requirements (limits, endorsements, effective dates); work with the company's insurance agents on certificates issued to customers and project-specific coverage needs.
• Verify proper sales and use tax application on invoices based on project location, exemption certificates, and contract terms; maintain exemption certificates and resolve tax-related short pays.
• Support accounting on tax coding, jurisdiction questions, and audit documentation.

Reporting & Internal Coordination

• Communicate credit decisions, payment issues, and risk items to sales, project management, and accounting; provide regular reporting on AR aging, DSO, collection status, lien/bond actions, and at-risk accounts.
• Support project kickoff and close-out with required financial, insurance, and tax documentation; contribute ideas and help implement improvements to credit, billing, and collections processes.

Qualifications

• 1–3 years of experience in credit, collections, accounting support, or construction billing; structural steel or construction industry experience strongly preferred.
• Exposure to construction contracts, AIA pay applications, or mechanic's lien/bond processes is a plus — we will train the right candidate.
• Foundational understanding of credit evaluation, AR management, and collection practices; working knowledge of construction billing, retention, and change orders is a plus.
• Familiarity with insurance certificate requirements and sales/use tax concepts.
• High accuracy, organization, and attention to detail; effective verbal and written communication with customers, internal teams, and outside partners.
• Ability to manage multiple projects, deadlines, and priorities in a fast-paced environment.
• Proficiency with ERP/AR systems and Microsoft Office (Excel, Word, Outlook).
• Associate's or bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred.

Reporting & Work Environment

• Reports to the Accounting Manager and works closely with Project Managers, Sales/Estimating, Accounts Receivable, and Contract Administration.
• Primarily office-based, with occasional travel to customer, jobsite, or attorney/agency offices as needed.
• Typical business hours, with flexibility around month-end and critical billing and collection deadlines.

Location

This is an in-office role based at Falcon Steel in Springfield, MO.

About Falcon Steel

Falcon Steel is a full-service steel operation based in Springfield, MO, committed to quality and integrity in everything we do — from the first quote to final delivery. Our experienced team takes pride in doing right by our customers and being a dependable part of the Springfield community's growth.

Benefits Offered:

• Health Coverage: Comprehensive medical, dental, and vision plans. Also offers a Health Saving Account (HSA).
• Retirement: Safe Harbor 401(k) plan with a dedicated wealth advisor.