Project Billing Specialist

Position Overview

This position is responsible for end‑to‑end AIA billing and project‑based financial support, working closely with project managers and finance leadership to ensure timely, accurate, and compliant billings. The role blends hands‑on AIA invoicing, contract administration, and select accounting responsibilities directly tied to project performance, cash flow, and close‑out. This is a highly detail‑driven role supporting multiple active projects simultaneously.

Key Responsibilities

AIA Billing & Project Invoicing (Primary Focus)

• Prepare, review, and submit monthly AIA progress billings, including G702/G703 forms and continuation schedules
• Track contract values, approved change orders, retainage, stored materials, and billing caps
• Ensure billings align with contract terms, project milestones, and percent‑complete reporting
• Maintain complete and audit‑ready billing backup, including lien waivers, pay applications, and approvals
• Respond directly to client and internal billing inquiries and resolve discrepancies efficiently
• Coordinate billing timelines with project managers to ensure timely submission and cash collection

Contract & Project Administration

• Support project setup including billing terms, schedules of values, budgets, and cost codes
• Track contract modifications, change orders, and amendments throughout the project lifecycle
• Maintain organized contract, billing, and project documentation
• Assist with project closeout, final billings, and retainage release

Project Accounting & Financial Support

• Post and review project‑related journal entries tied to billing, costs, accruals, and adjustments
• Reconcile billed vs. earned revenue and investigate variances
• Monitor project costs and billing activity against approved budgets and contract limits
• Support accounts receivable tracking, including follow‑up on unpaid or delayed invoices
• Assist with month‑end close activities related to project revenue, WIP, and deferred billing as applicable

Cross‑Functional Collaboration

• Partner closely with project managers, accounting, and leadership to support accurate financial reporting
• Act as a financial resource to project teams on billing status, forecasts, and open items
• Support audits by providing billing support, schedules, and contract documentation

Qualifications

• Demonstrated experience with AIA billing in a project‑based environment
• Background in project accounting, contract administration, or construction accounting
• Strong understanding of percent‑complete billing, retainage, and change order tracking
• Hands‑on accounting experience directly related to billing, revenue recognition, or project reporting
• High attention to detail with the ability to manage multiple active projects and deadlines
• Proficient in Excel and project accounting/ERP systems (Deltek, Sage Intacct, Oracle, Procore, or similar preferred)