AIA Billing & Reconciliation Specialist

Overview

This role involves managing billing activities within the Invoicing Department for North American operations. The position requires detailed oversight of invoicing for new construction and renovation projects, as well as recurring revenues. Responsibilities include ensuring compliance with standard billing processes, contractual obligations, invoicing portals, and special customer requests. A strong understanding of AIA billing practices and construction contracts is essential to maximize revenue recognition and minimize accounts receivable issues.

Responsibilities

• Utilize workflow tools and ticketing systems to manage workload and track projects
• Prepare and submit invoices according to specific billing methods (Pay Application, Payment Portals, AX invoices, Manual Billings), contract terms, and company policies
• Interface with internal and external stakeholders such as Sales, General Contractors, Installers, Project Managers, and Accounts Receivable to resolve billing issues and gather necessary information
• Review billing requests to determine appropriate actions or assign tasks to team members
• Manage the ticketing system to ensure monthly attention to all tickets and address escalations per policy
• Handle first-level escalations from clients and escalate to supervisors as needed
• Collaborate with Accounts Payable and Accounts Receivable teams to research and reconcile billing-related issues
• Review billing reports for accuracy and work with team members to resolve discrepancies
• Participate in weekly meetings with internal teams to review and resolve complex billing variances
• Conduct quality control audits to ensure compliance with billing processes and documented SOPs
• Identify opportunities to streamline billing processes
• Adhere to strict deadlines and take ownership of all aspects of the position
• Perform other duties and special projects as assigned

Requirements

• Experience billing medium to large-scale construction projects following AIA billing standards and methodologies
• Experience billing non-AIA projects under various contract types such as Lump Sum, Fixed Price, Cost-Plus, and Time & Material
• Experience working with subcontractor invoices, validating completeness and accuracy before payment processing
• Ability to work independently on multiple assignments with varying deadlines and priorities
• Coachable, reliable, and maintains a positive attitude under stress
• Strong organizational and time-management skills to handle competing priorities
• Ability to work well under pressure while maintaining a customer-friendly attitude with team members, customers, and internal partners
• Strong interpersonal and communication skills, both written and verbal, with professional clarity and correctness
• Adaptability to thrive in a complex, fast-paced environment with continuous learning of software and operational improvements
• Detail-oriented with the ability to analyze data for variances, trends, and errors
• Commitment to providing a high level of customer service
• Flexibility to work extra hours as needed to meet billing deadlines

Preferred Qualifications

• 3+ years of billing experience in the construction industry
• Understanding of OCIP and CCIP documentation
• Experience in the hospitality sector
• Background in access control and door hardware scheduling
• Ability to interpret contract language to ensure billing accuracy

Preferred Software Skills

• Microsoft Dynamics AX or other ERP applications
• ServiceNow
• Teamwork and TeamDesk
• SmartSheet
• Proficient in Microsoft Excel

Education

Associate degree or equivalent combination of education and experience