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 OverviewThe 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 ResponsibilitiesBilling and InvoicingReview contract documents to confirm billing terms, schedules, retainage requirements, and client billing proceduresSet up and maintain Schedules of Values across required billing systemsPrepare and submit monthly progress billings using Sage 300 and client billing portals such as TexturaCoordinate with Project Managers to confirm percent complete and stored materials prior to billingAssemble complete invoice packages, including approved change orders, lien waivers, affidavits, and required backup documentationEnsure accuracy and consistency of billing data across accounting systems, client portals, and internal tracking toolsBilling Tracking and Status ManagementMaintain internal billing logs and status trackers to monitor invoice preparation, submission, and approval statusTrack billing milestones to support timely invoicing and proactive follow-upCommunicate with Project Managers and Accounting regarding billing deadlines, missing documentation, and outstanding itemsAccounts Receivable and Collections SupportMonitor accounts receivable aging reports and identify past-due invoicesFollow up professionally with clients regarding outstanding balances and payment statusDocument collection activity and coordinate with the Controller to escalate issues when neededAssist in resolving billing disputes or payment discrepancies in collaboration with Project Managers and clientsCross-Functional CoordinationServe as a liaison between Accounting, Project Managers, and clients on billing and payment mattersCommunicate clearly and professionally to resolve invoice questions, documentation issues, or contract compliance concernsEnsure billing practices align with contract requirements and internal financial proceduresQualificationsExperience in construction billing, project accounting, or financeProficiency in Sage 300 preferredExperience with Textura or similar client billing portals preferredFamiliarity with Procore or comparable project management software is a plusStrong organizational skills and attention to detailAbility to manage multiple deadlines in a fast-paced environmentProfessional written and verbal communication skillsProficiency in Microsoft Excel and standard office softwareCompensationBase salary approximately $75,000Work EnvironmentThis 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.#INMAY2026#LI-JT1