Construction Billing Specialist

Location: Newark, New Jersey

About the Company

We are a leading fire suppression contractor with ~$40 million in annual revenue and a strong reputation for delivering high-quality fire protection systems to commercial, industrial, and institutional clients in New Jersey and beyond. As our company continues to grow, we’re looking for an experienced Senior Construction Billing Specialist to help us maintain smooth, accurate, and timely billing and accounts receivable processes.

Position Overview

The Construction Billing Specialist will manage the entire billing cycle with a strong focus on AIA billing, lien waiver tracking, accounts receivable (A/R), and cash deposits. This is a high-impact role that requires someone detail-oriented, proactive, and comfortable owning the billing process from start to finish.

Key Responsibilities

·         Prepare and submit accurate, timely AIA billing applications (progress billing).

·         Track and follow up on all lien waivers per contract requirements.

·         Process and reconcile cash deposits.

·         Oversee and manage accounts receivable, including payment posting and collections follow-up.

·         Collaborate with project managers and clients to resolve billing questions or discrepancies.

·         Ensure all billing complies with contract terms, change orders, and client requirements.

·         Maintain well-organized records of contracts, change orders, lien waivers, and payment histories.

·         Support month-end closing activities and financial reporting.

Required Qualifications

·         Must have experience with AIA billing in the construction industry.

·         Sage software experience required (Sage 300 CRE, Sage 100 Contractor, or similar).

·         Strong understanding of construction billing practices, lien waivers, change orders, and contract compliance.

·         Proficiency with Microsoft Excel and general accounting systems.

·         Excellent attention to detail, organizational skills, and ability to work independently.

·         Strong communication and problem-solving skills for client and internal team interactions.

·         Accounting degree is a plus but not required if you have the right experience.