Billing Specialist

Overview

This role supports the Operations Department by managing vendor invoice processing, approvals, lien waivers, account reconciliations, and cross-functional communication. The Billing Specialist will partner with Operations, project teams, engineering, procurement, and Accounts Payable to help ensure invoices are accurately coded, approved, and processed in a timely manner.

Responsibilities

• Review and validate vendor invoices for accurate coding, tax compliance, credits, retention, freight charges, and lien waiver requirements.
• Coordinate invoice approvals and confirm with field personnel that materials have been received or services have been completed to support timely processing.
• Ensure Accounts Payable deliverables are properly routed, expedited, approved, and processed prior to due dates.
• Track, maintain, and organize lien waivers for multiple projects while ensuring compliance with project-specific thresholds and requirements.
• Reconcile accounts and analyze financial data using Excel, including Pivot Tables and other reporting tools.
• Manage and respond professionally to emails in the departmental shared mailbox.
• Support and train project teams on Accounts Payable processes, procedures, and systems.
• Build and maintain effective working relationships with engineering, Accounts Payable, intercompany accounting, project managers, field engineers, site managers, procurement, administrative services, and executive leadership.

Requirements

• High School Diploma or equivalent required.
• 2+ years of experience in Accounts Payable, Project Administration, Construction Accounting, or a related field.
• Strong understanding of invoice processing, cost coding, and approval workflows.
• Proficiency in Microsoft Excel, including Pivot Tables, VLOOKUPs, and data analysis.
• Strong critical thinking and analytical skills; ability to research discrepancies, identify root causes, evaluate options, and implement effective solutions.
• Strong organizational, time-management, and problem-solving skills.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities, adapt to changing business needs, and meet strict deadlines.
• Ability to work independently while collaborating effectively with cross-functional teams.

Preferred Qualifications

• Associate degree or equivalent work experience in Accounting, Finance, Business, Construction Management, Project Management, Electrical, Civil, Mechanical, or Industrial Engineering.
• Experience in construction, engineering, utility, or project-based industries.
• Knowledge of lien waivers, retention, purchase orders, subcontract administration, and vendor compliance requirements.
• Understanding of applicable federal and state tax requirements, including sales and use tax codes.
• Experience with ERP or accounting systems such as pVault, Viewpoint, Vista, or similar platforms.
• Ability to quickly learn and adapt to new software applications, systems, and technologies.
• Experience coordinating invoice approvals and supporting multiple projects simultaneously.

Compensation & Benefits

• $24 - $31 an hour
• Paid Company Holidays
• Paid Time Off
• Medical, Dental, Vision, FSA/HSA, Short Term/Long Term Disability
• 401K with matching contribution

Equal Opportunity

The employer is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Additional Information

• Resumes are not being accepted from third-party recruiting firms for this position.