Billing and Collections Specialist

About the Company

At MetroWall, we hold our values close to heart, with respect being the cornerstone of our interactions. We believe that fostering a respectful environment not only enhances collaboration but also drives innovation. Overcoming obstacles is part of our journey, and we view challenges as opportunities to grow and improve. By embracing these challenges, we consistently strive to exceed expectations, delivering exceptional results and setting new standards in our industry. Together, these values create a culture of excellence and continuous improvement. Alignment with these values is critical to the success of any employee at MetroWall.

About the Role

MetroWall is seeking a Billing and Collections Specialist to manage project billing and actively collect outstanding receivables. This person will maintain accurate project records, submit complete applications for payment, and follow each billing through approval and payment. Collections is a central responsibility, requiring consistent customer follow-up and prompt resolution of issues delaying payment.

The role also supports MetroWall's planned transition to a new ERP system (Epicor). The successful candidate must be willing and able to learn new software and adapt established billing and accounts receivable processes.

Core Responsibilities:

Collections and Accounts Receivable

• Own regular collection follow-up with customers and general contractors by phone, email, and billing portals; obtain payment commitments and follow through until payment is received.
• Review AR aging and prioritize overdue balances, retainage, and other outstanding amounts; maintain clear records of customer contacts, disputes, promised payment dates, and next actions.
• Identify and resolve payment obstacles, including rejected billings, missing approvals, documentation requests, and discrepancies, working with project managers and accounting.
• Provide regular collection updates, escalate unresolved disputes, and accounts requiring management attention.

Project Setup and Construction Billing

• Create new projects in the company’s accounting and project management systems, maintaining accurate customer, contract, project, and billing information across systems.
• Enter approved change orders in QuickBooks and update related project records so contract values and billings reflect authorized changes.
• Prepare accurate invoices and AIA applications for payment, including schedules of values, progress billings, deposits, approved change orders, and retainage, as applicable.
• Set up billing records and prepare and submit applications for payment through Procore, Textura, GCPay, and other required customer or third-party systems.
• Track billing requirements, submission deadlines, approval status, and required supporting documents; resolve returned or rejected submissions promptly.
• Coordinate with project managers to verify billable progress and completion status, reconcile billing totals to project records, and follow up on final billing and retainage release.

Systems and ERP Transition

• Learn and use MetroWall's current systems, including QuickBooks, Fishbowl, Smartsheet, and customer billing portals.
• Participate in training for the new ERP system (Epicor), and become proficient in project setup, approved change orders, billing, and accounts receivable functions.
• Support data cleanup, validation, and testing during the transition; help verify project values, open invoices, and retainage balances in the new system.
• Document recurring procedures, suggest practical process improvements, and maintain accurate records as systems and workflows change.

Qualifications

• At least three years of experience in billing, accounts receivable, or collections, with hands-on experience in construction billing and AIA applications for payment.
• Demonstrated ability to manage collections independently, communicate professionally and persistently, and resolve issues affecting payment.
• Understanding of construction contracts as they relate to billing, schedules of values, approved change orders, progress payments, and retainage.
• Experience with QuickBooks and construction billing portals such as Procore, Textura, GCPay, or comparable systems.
• Strong Excel skills and the ability to reconcile information across accounting systems, spreadsheets, and project records.
• Strong organization and attention to detail, with the ability to manage multiple projects, meet billing deadlines, and coordinate with customers and internal teams.
• Willingness and ability to learn a new ERP system, complete training, and adapt to changing processes. Prior Epicor experience is not required.
• Experience working for a construction subcontractor and managing billing and collections across multiple general contractors. (Preferred)
• Familiarity with Smartsheet, Epicor, or another ERP system; experience supporting a system implementation or migration. (Preferred)