Billing and Collections Specialist

This organization is a national leader in architectural restoration, conservation, and design, with nearly 50 years of experience supporting some of the most iconic and historically significant buildings in the United States. The firm combines craftsmanship, technical expertise, and strong project execution to preserve and enhance historic architecture nationwide.

As a 100 percent employee-owned company, this organization offers the opportunity to build a long-term career while contributing to work that leaves a lasting cultural impact.

Position Overview

The Finance Coordinator, Billing and Collections, supports financial operations across active construction and restoration projects. This role partners closely with the Controller and Project Management team to ensure accurate billing, timely invoicing, and effective accounts receivable follow-up.

This position plays a key role in maintaining healthy project cash flow and ensuring clear financial communication between Accounting, Project Managers, and clients.

Key Responsibilities

Billing and Invoicing

• Review contract documents to confirm billing terms, schedules, retainage requirements, and client billing procedures


• Set up and maintain Schedules of Values across required billing systems


• Prepare and submit monthly progress billings using Sage 300 and client billing portals such as Textura


• Coordinate with Project Managers to confirm percent complete and stored materials prior to billing


• Assemble complete invoice packages, including approved change orders, lien waivers, affidavits, and required backup documentation


• Ensure accuracy and consistency of billing data across accounting systems, client portals, and internal tracking tools

Billing Tracking and 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


• Communicate with Project Managers and Accounting regarding billing deadlines, missing documentation, and outstanding items

Accounts Receivable and Collections Support

• 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 needed


• Assist in resolving billing disputes or payment discrepancies in collaboration with Project Managers and clients

Cross-Functional Coordination

• Serve as a liaison between Accounting, Project Managers, and clients on billing and payment matters


• Communicate clearly and professionally to resolve invoice questions, documentation issues, or contract compliance concerns


• Ensure billing practices align with contract requirements and internal financial procedures

Qualifications

• Experience in construction billing, project accounting, or finance


• Proficiency in Sage 300 preferred


• Experience with Textura or similar client billing portals preferred


• Familiarity with Procore or comparable 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 standard office software

Work Environment

This is primarily an office-based role with a hybrid work structure. The position requires regular collaboration with internal teams and responsiveness to monthly billing cycles and client deadlines.

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