Job Description
The Billing & Collections Specialist is responsible for managing customer invoicing, collections, contract billing support, service billing coordination, and lien rights administration across the company. This role ensures invoices are accurate and timely, collections are actively managed, and all Notice to Owner (NTO), lien release, and compliance documentation is processed correctly to protect company cash flow and legal rights.
Essential Functions
- Process and manage contract billings, progress billings, T&M billings, and service billings.
- Coordinate billing support with Project Managers, Service Managers, and Accounting.
- Prepare and track Notices to Owner (NTOs), preliminary notices, lien waivers, sworn statements, and related compliance documentation.
- Manage customer collections and follow-up on outstanding receivables.
- Maintain AR aging and escalate delinquent accounts appropriately.
- Ensure billing documentation complies with contract requirements.
- Track customer portals, vendor compliance systems, and billing submission requirements.
- Coordinate with customers, subcontractors, and vendors regarding billing and lien documentation.
- Assist with cash flow forecasting by providing collection updates.
- Apply customer payments accurately and timely within accounting systems
- Reconcile customer accounts and investigate unapplied or short-paid balances
- Maintain organized electronic documentation and filing systems.
- Support month-end close activities related to AR and billing.
- Assist with process improvement initiatives and workflow standardization.
Qualifications
- 3+ years of billing, collections, construction accounting, or AR experience.
- Experience with construction billing, lien laws, NTOs, and lien release processes preferred.
- Strong attention to detail and organizational skills.
- Ability to communicate professionally with customers and operations teams.
- Strong proficiency in Microsoft Excel and accounting software.
- Experience with ERP systems such as QuickBooks, Acumatica, Vista, or similar preferred.
- Ability to manage multiple deadlines in a fast-paced environment.
Key Performance Indicators (KPIs)
- Reduction in aged receivables.
- Timely and accurate billing submissions.
- Zero missed NTO or lien filing deadlines.
- Collection effectiveness and DSO management.
- Accuracy and completeness of billing documentation.
How to apply.
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