Overview:

The Billing Specialist is responsible for overseeing high-volume billing operations, with a specific focus on AIA billing for construction and modernization projects. This position ensures the timely and accurate preparation and submission of invoices, project progress billings, and customer-specific documentation in compliance with contractual obligations.

Key responsibilities include preparing AIA schedules in Excel, processing job setups and billing through client portals, managing change orders, reconciling work orders, and maintaining organized billing records. The Billing Specialist will also coordinate closely with project managers, respond to client inquiries, and support collections and month-end closing activities.

The ideal candidate will have a minimum of 5 years of accounts receivable experience, including 3–5 years of AIA billing experience, and demonstrate a high level of accuracy, organization, and professionalism in a fast-paced environment.

Key Responsibilities:

• - Serve as the primary point of contact for clients, addressing inquiries and resolving issues promptly.
• - Set up new jobs and submit AIA billings through client portals
• - Coordinate with project managers to accurately assess progress billings
• - Submit lien waivers, insurance certificates, stored material photos, and bills of
  sale as required
• - Maintain and manage change order logs (approved, pending, and
  unapproved)
• - Complete special construction documentation and forms
• - Follow up with clients on approved billing percentages and revise requisitions
  accordingly
• - Review and reduce monthly retainage where applicable
• - Ensure all billing documentation complies with contract terms and deadlines
• - Reconcile work orders with client billing portals and internal systems for
  specialized invoicing
• - Close out invoices and work orders in accordance with client requirements
• - Assist the Collections Specialist in resolving account discrepancies and
  inquiries
• - Prepare monthly maintenance billing per contract guidelines (issued by the
  12th of each month)
• - Process other billing as directed by service supervisors, ensuring complete
  documentation
• - Invoice test work as requested by the Violations Department
• - Invoice proposal work in line with contract terms
• - Apply and document credit memos with proper approval
• - Investigate and correct invoicing discrepancies
• - File all related invoices, correspondence, and customer documentation
• - Follow any client-specific mailing or invoicing instructions
• - Ensure proper sales tax application based on location
• - Escalate incorrect or disputed invoices to appropriate personnel

Essential Functions:

• - Process a high volume of invoices accurately and on time
• - Ensure all supporting documentation aligns with invoicing details
• - Reconcile account discrepancies effectively
• - Ensure invoices are posted in the correct accounting period before month-end
  closing

Required Skills and Experience:

• - Minimum 5 years of corporate Accounts Receivable experience (high volume
  environment)
• - 3–5 years of hands-on AIA billing experience (required)
• - Strong attention to detail and results-driven mindset
• - Ability to handle difficult situations and interact professionally
• - Knowledge of account reconciliation procedures and billing software
• - Strong commitment to customer service and satisfaction
• - Excellent verbal and written communication skills
• - Ability to manage and prioritize multiple tasks in a fast-paced setting

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• - 401(k)
• - 401(k) matching
• - AD&D insurance
• - Dental insurance
• - Employee assistance program
• - Employee discount
• - Flexible spending account
• - Health insurance
• - Health savings account
• - Life insurance
• - Paid time off
• - Vision insurance
  

Schedule:
Monday to Friday
People with a criminal record are encouraged to apply

Ability to Relocate: Tampa, FL 33619: Relocate before starting work (Required)

Work Location: In person

Experience:

• - AIA Billing: 3 years (Required)
• - Construction Billing : 5 years (Required)
• - Construction Industry: 5 years (Required)