Billing Specialist

Since 2002, Mason Technologies has been a leader in technology integration, proudly certified as a Woman-owned Business Enterprise (WBE) both in NYC and nationally. With headquarters and a fully equipped warehouse in Deer Park, NY, an additional office in downtown NYC, and resources across the nation, we design, implement, and service innovative solutions in low-voltage structured cabling, audio visual systems, data centers, and unified security. We serve a variety of industries including healthcare, government, higher education, finance, and business (both big and small). We're always aiming to build lasting relationships based on trust, respect, and a shared vision for a better future. Our founder, Jennifer Mason, has cultivated a family-like environment that emphasizes deep care and commitment to our people and the clients and communities we serve, forming the foundation of everything we do. At Mason Technologies, diversity and inclusion drive our hiring, ensuring we bring together the most talented individuals regardless of race, age, religion, gender identification, or sexual orientation. If you want to have a career of unparalleled growth, a team with a family-strong bond, and an unmatched atmosphere of motivated and caring professionals, apply to Mason today! Let’s craft a future together that's built upon integrity, equality, professional pride, the authentic spirit of our family, and a commitment to making the world a better place. Our Comprehensive Employee Benefit and Perk Package: Medical, Dental, and Vision Coverage: We provide comprehensive healthcare benefits to keep you and your family healthy and secure. 401k with Matching: Plan for your future with our 401k program, featuring competitive company matching. Paid Time Off (Holiday/Vacation/Sick/Personal): Generous PTO to ensure a healthy work-life balance and time for relaxation and personal needs. Unlimited Growth Opportunities: We believe in fostering talent and providing opportunities for continuous professional growth. Family-Friendly Company Events & Outings: We host regular events and outings to foster a family-friendly atmosphere and build team camaraderie, like our Warehouse Jam Sessions and Holiday Parties! Bagel Thursdays & Tuesday Lunch Catering: Enjoy weekly treats with Bagel Thursdays and Tuesday Lunch catering at our offices! Caring Ownership: We believe in mutual dedication. If you're committed to Mason Technologies, we are equally committed to you. We prioritize the well-being of our employees and their families, ensuring a supportive and caring work environment. Position Overview: We are seeking a detail-oriented, dependable, and professional Billing Specialist to join our growing team. This blended role combines project-based billing responsibilities with client-facing collections. The ideal candidate will be equally comfortable preparing accurate, contract-compliant invoices and proactively communicating with clients to ensure timely payment. This role requires a strong understanding of project-based billing (including progress billing, change orders, and compliance requirements) along with the ability to build positive, long-term relationships with customers during the collections process. Our work heavily involves municipal and government contracts, requiring a thoughtful, professional, and relationship-driven approach. Success in this role comes from accuracy, consistency, and strong communication—ensuring invoices are correct from the start and payments are collected efficiently without damaging client relationships. Responsibilities: Prepare, review, and issue project-based invoices, including progress billing, milestone billing, and approved change orders Ensure all billing aligns with contract terms, job progress, and supporting documentation Coordinate with Project Managers, Operations, and Accounting to validate billing accuracy Maintain accurate and organized billing records within the accounting/ERP system Assist with certified payroll reporting, including prevailing wage and union-related requirements Support compliance with union agreements, job cost tracking, and audit requirements Conduct proactive outreach via phone and email to follow up on outstanding invoices Build and maintain strong relationships with customers, AP contacts, and municipal clients Monitor AR aging reports and consistently follow up on overdue accounts Investigate and resolve billing discrepancies in a timely and professional manner Maintain detailed records of client interactions and collection efforts Generate billing, AR aging, and collections reports for management review Assist with month-end close processes related to billing Collaborate across departments to improve billing accuracy and cash flow efficiency Fostering an inclusive work culture that incorporates the Mason Family values Qualifications: 2+ years of experience in accounts receivable, billing, or collections Strong preference for experience in construction, low-voltage, electrical, HVAC, or similar project-based industries Experience with project-based billing (progress billing, change orders, etc.) Certified payroll and prevailing wage experience highly preferred Familiarity with union jobs and job cost tracking preferred Proficiency in accounting/ERP systems and Microsoft Excel Strong attention to detail and organizational skills Excellent communication skills—professional, clear, and relationship-focused Comfortable handling client communication via phone on a regular basis Ability to manage multiple projects, accounts, and deadlines simultaneously High school diploma required; Associate’s degree or higher preferred Salary: $70,000.00-$80,000.00 per year Job Type: Full-time, In-Person We are currently only considering candidates who already live within commuting distance of our office. This role is not open to relocation and relocation assistance is not provided. #J-18808-Ljbffr