Finance Coordinator – Billing & Collections
EverGreene Architectural Arts, Inc., New York, NY, United States
JOIN EVERGREENE ARCHITECTURAL ARTS
EverGreene Architectural Arts is seeking a detail‑oriented and organized Finance Coordinator – Billing & Collections to support financial operations across active projects. This role is ideal for someone who thrives in a collaborative environment, enjoys working with systems and documentation, and understands the importance of accuracy and timeliness in billing and accounts receivable processes.
For nearly 50 years, EverGreene has been a national leader in architectural restoration, conservation, and design—trusted to work on many of the most iconic and historically significant buildings in the United States. As a 100% employee‑owned company, we offer the opportunity to build a meaningful career while contributing to work that preserves America’s architectural legacy.
Position Summary
The Finance Coordinator – Billing & Collections partners closely with the Controller and Project Management team to ensure accurate, timely billing and effective accounts receivable tracking. This position is responsible for preparing and submitting monthly invoices, maintaining billing logs, supporting documentation, monitoring aging reports, and assisting with collections follow‑up. The role plays a critical part in supporting project cash flow and maintaining strong financial communication between Accounting, Project Managers, and clients.
Core Responsibilities
Billing & Invoicing (Sage 300 & Textura)
Review contract documents to confirm billing terms, schedule, retainage requirements, and required billing format or portal submission.
Set up and maintain the Schedule of Values (SOV) across all required billing systems.
Prepare and submit monthly progress billings in Sage 300 and applicable client billing portals (e.g., Textura), coordinating with Project Managers to confirm percent complete and stored materials; assemble and review all required supporting documentation (approved change orders, lien waivers, affidavits, and backup); submit complete, accurate invoice packages in accordance with contract requirements.
Ensure accuracy and consistency of billing data across Sage 300, client portals, and internal tracking logs.
Billing Tracking & Status Management
Maintain internal billing logs and status trackers to monitor invoice preparation, submission, and approval status; track billing milestones to support timely invoicing and proactive follow‑up on pending approvals.
Communicate with Project Managers and Accounting regarding billing deadlines, required documentation, and outstanding items.
Accounts Receivable Monitoring & Collections
Monitor accounts receivable aging reports and identify past‑due invoices.
Follow up professionally with clients regarding outstanding balances and payment status.
Document collection activity and coordinate with the Controller to escalate issues when necessary.
Assist in resolving billing disputes or payment discrepancies in collaboration with Project Managers and clients.
Stakeholder Coordination
Act as a liaison between Project Managers, Accounting, and clients on billing and payment matters.
Communicate clearly and professionally to resolve invoice questions, documentation deficiencies, or contract compliance issues.
Ensure billing practices remain aligned with contract requirements and internal financial procedures.
Career Path
This role provides a strong foundation in construction accounting and project financial management, with opportunities for growth into Controls Manager, Accounting, or other finance and operations leadership roles within EverGreene.
Qualifications & Requirements
5–7 years of experience in billing, project accounting, or construction finance
Proficiency in Sage 300 (Timberline) preferred
Experience with Textura or other client billing portals preferred
Familiarity with Procore or similar project management software is a plus
Strong organizational skills and attention to detail
Ability to manage multiple deadlines in a fast‑paced environment
Professional written and verbal communication skills
Proficiency in Microsoft Excel and related office software
Must be authorized to work in the United States
Work Environment
EverGreene is committed to providing a smoke‑free workplace and is an Equal Opportunity Employer. This role primarily operates in an office setting. The position requires frequent sitting while working on a computer, as well as standing, bending, and reaching. The use of computer equipment may involve repetitive motion of the hands and wrists.
Benefit Highlights
Medical, Dental & Vision plans
401(k) & Roth Retirement plans with Company Match
Employee Stock Ownership Plan – ESOP
Long‑Term Disability & Basic Life Insurance
Paid Time Off & paid holidays
Why Join EverGreene?
Preserve Cultural Landmarks – Support the restoration of historic buildings and art across the country.
Be an Owner – Share in the success of a 100% employee‑owned company.
Support Field Excellence – Play a key role in enabling seamless project execution nationwide.
Grow Your Career – Develop operational expertise within a collaborative and expanding organization.
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EverGreene Architectural Arts is seeking a detail‑oriented and organized Finance Coordinator – Billing & Collections to support financial operations across active projects. This role is ideal for someone who thrives in a collaborative environment, enjoys working with systems and documentation, and understands the importance of accuracy and timeliness in billing and accounts receivable processes.
For nearly 50 years, EverGreene has been a national leader in architectural restoration, conservation, and design—trusted to work on many of the most iconic and historically significant buildings in the United States. As a 100% employee‑owned company, we offer the opportunity to build a meaningful career while contributing to work that preserves America’s architectural legacy.
Position Summary
The Finance Coordinator – Billing & Collections partners closely with the Controller and Project Management team to ensure accurate, timely billing and effective accounts receivable tracking. This position is responsible for preparing and submitting monthly invoices, maintaining billing logs, supporting documentation, monitoring aging reports, and assisting with collections follow‑up. The role plays a critical part in supporting project cash flow and maintaining strong financial communication between Accounting, Project Managers, and clients.
Core Responsibilities
Billing & Invoicing (Sage 300 & Textura)
Review contract documents to confirm billing terms, schedule, retainage requirements, and required billing format or portal submission.
Set up and maintain the Schedule of Values (SOV) across all required billing systems.
Prepare and submit monthly progress billings in Sage 300 and applicable client billing portals (e.g., Textura), coordinating with Project Managers to confirm percent complete and stored materials; assemble and review all required supporting documentation (approved change orders, lien waivers, affidavits, and backup); submit complete, accurate invoice packages in accordance with contract requirements.
Ensure accuracy and consistency of billing data across Sage 300, client portals, and internal tracking logs.
Billing Tracking & Status Management
Maintain internal billing logs and status trackers to monitor invoice preparation, submission, and approval status; track billing milestones to support timely invoicing and proactive follow‑up on pending approvals.
Communicate with Project Managers and Accounting regarding billing deadlines, required documentation, and outstanding items.
Accounts Receivable Monitoring & Collections
Monitor accounts receivable aging reports and identify past‑due invoices.
Follow up professionally with clients regarding outstanding balances and payment status.
Document collection activity and coordinate with the Controller to escalate issues when necessary.
Assist in resolving billing disputes or payment discrepancies in collaboration with Project Managers and clients.
Stakeholder Coordination
Act as a liaison between Project Managers, Accounting, and clients on billing and payment matters.
Communicate clearly and professionally to resolve invoice questions, documentation deficiencies, or contract compliance issues.
Ensure billing practices remain aligned with contract requirements and internal financial procedures.
Career Path
This role provides a strong foundation in construction accounting and project financial management, with opportunities for growth into Controls Manager, Accounting, or other finance and operations leadership roles within EverGreene.
Qualifications & Requirements
5–7 years of experience in billing, project accounting, or construction finance
Proficiency in Sage 300 (Timberline) preferred
Experience with Textura or other client billing portals preferred
Familiarity with Procore or similar project management software is a plus
Strong organizational skills and attention to detail
Ability to manage multiple deadlines in a fast‑paced environment
Professional written and verbal communication skills
Proficiency in Microsoft Excel and related office software
Must be authorized to work in the United States
Work Environment
EverGreene is committed to providing a smoke‑free workplace and is an Equal Opportunity Employer. This role primarily operates in an office setting. The position requires frequent sitting while working on a computer, as well as standing, bending, and reaching. The use of computer equipment may involve repetitive motion of the hands and wrists.
Benefit Highlights
Medical, Dental & Vision plans
401(k) & Roth Retirement plans with Company Match
Employee Stock Ownership Plan – ESOP
Long‑Term Disability & Basic Life Insurance
Paid Time Off & paid holidays
Why Join EverGreene?
Preserve Cultural Landmarks – Support the restoration of historic buildings and art across the country.
Be an Owner – Share in the success of a 100% employee‑owned company.
Support Field Excellence – Play a key role in enabling seamless project execution nationwide.
Grow Your Career – Develop operational expertise within a collaborative and expanding organization.
#J-18808-Ljbffr