AIA Billing Specialist

Contract Billing Specialist

At Encore, our construction billing operation is as dialed in as they come. While others picture pipes and sprinklers, we're running an organized, fast-moving billing machine that keeps 80+ active projects on track. Our team prides itself on accuracy, clarity, and the quiet thrill of sending out a perfectly assembled AIA package.

We are looking for a Contract Billing Specialist who wants to be right at the center of that engine. In this role, you will take ownership of billing for a large and active project portfolio. You will prepare AIA documentation, keep contract details from wandering off, and make sure invoices go out clean, correct, and on time. Project managers will rely on you, clients will appreciate you, and soon enough, everyone will start coming to you with "Did we bill this"....because you'll always know.

This role blends detail work with communication and a good amount of problem solving. You will work closely with Operations and Finance to keep billing aligned, documentation complete, and revenue flowing the way it should. If you enjoy bringing order to moving parts and get genuine satisfaction from catching small inconsistencies before they cause trouble, you'll fit right in. And if you secretly love being the most organized person in the room, even better.

Key Responsibilities

Your work is all about turning active construction projects into clean, contract compliant AIA billing. You keep forms, change orders, retainage, and lien waivers organized, so invoices go out accurately and on time. Prepare and submit monthly AIA billing forms (G702 and G703) with accuracy and compliance.

• Generate customer invoices through intercompany billing software.
• Manage billing for a portfolio of more than 80 construction projects.
• Partner with project managers and clients to resolve billing discrepancies and prevent delays.
• Set up and maintain construction project records in SAGE, including contract changes and supporting documentation.
• Review contracts to identify key billing terms, line items, and requirements.
• Prepare, track, and organize lien waivers of all types.
• Monitor collections, follow up on outstanding invoices, and keep retention and change order approvals moving.
• Track and verify Certificates of Insurance for all relevant projects.
• Audit project completions to confirm accurate billing and collection of retainages.

What You Bring to the Table

• Two to three years of experience in AIA billing or construction project billing
• Strong understanding of accounting principles and contract billing fundamentals
• High attention to detail and strong organizational skills
• Proficiency in Microsoft Excel and billing or accounting systems
• Experience with SAGE or similar ERP platforms
• Excellent communication skills and comfort working cross functionally
• Ability to stay steady and accurate in a fast-paced environment

What Will Make You Stand Out?

• You have experience preparing lien waivers and tracking retainage in a structured system.
• You have prior exposure to multi state construction operations or specialty contracting.
• You are familiar with BI dashboards, reporting automation, or process improvement tools.
• You have experience working closely with project managers or field operations teams.
• You are comfortable handling a high volume of active projects without losing accuracy.
• You can read a contract and immediately spot the handful of details everyone else misses.

Beyond the Paycheck

• Competitive Pay: Hourly rate based on experience with a performance-based bonus opportunity.
• Tuition Assistance: Paid tuition for fire protection-related schooling needed to obtain licensing.
• Purpose-Driven Work Environment: We believe in working smarter, not harder. You'll be part of a culture that values results, and we empower our team to focus on impactful work.
• Swag: High-quality company swag and attire (t-shirts, hoodies, jackets) at least twice a year.
• People-Focused Culture : We know our greatest strength is our people. That's why we've built a culture that encourages experimentation, learning, and improving together. You'll have the space to share your ideas and help shape a company that is constantly growing.
• Tools for Success: Access to leading-edge web-based productivity tools.
• Health and Wellness: Comprehensive medical, dental, and vision coverage to keep you and your family healthy.
• Retirement Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.
• Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind.

EEO Statement

Encore Fire Protection is an Equal Opportunity Employer.

Encore Fire Protection is an E-Verify Employer.

As an EEO/AA employer, Encore Fire Protection considers applicants for employment without regard to, and does not discriminate based on gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.