Billing & Compliance Admin

Description

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Position Overview

The Construction Billing & Compliance Administrator plays an important role in supporting the financial and administrative success of construction projects. This position is responsible for construction billing, accounts payable support, contract compliance, lien waiver management, and project closeout documentation.

Working closely with Project Managers, subcontractors, suppliers, title companies, and the Accounting team, this role helps ensure project documentation is accurate, deadlines are met, and payments and billings move efficiently throughout the life of each project.

What You'll Do

Construction Billing

• Prepare and process monthly draw requests for construction projects.
• Set up project draws and maintain Schedules of Values (SOVs).
• Prepare required reports for Project Manager review.
• Calculate and review project over/under billings and coordinate necessary adjustments with Project Managers.
• Finalize billing documentation for appropriate approval and distribution.
• Prepare company lien waivers and sworn statements and coordinate required documentation with title companies.
• Monitor owner payments and follow up as necessary to support timely receipt of funds.

Accounts Payable & Job Cost Support

• Review and process invoices and follow up with Project Managers to ensure timely approvals.
• Communicate and follow up on invoice discrepancies or issues.
• Post Accounts Payable and Job Cost activity within the accounting system.
• Prepare committed cost reports and work with Project Managers to identify and address potential overbillings.
• Reconcile Accounts Payable to Job Cost monthly.
• Prepare monthly construction draw check runs and associated lien waiver documentation.
• Coordinate contract verification documentation with subcontractors and suppliers.

Contract Compliance

• Verify required contracts, W-9s, insurance certificates, and bond documentation are complete before initial payments are issued.
• Review upcoming draw payouts for missing documentation and proactively follow up with subcontractors and vendors.
• Maintain required vendor documentation, including W-9s and applicable certificates of insurance.
• Coordinate with title companies to ensure required sworn statements, company waivers, and subcontractor/supplier waivers are received so project funding can be released timely.

Lien Waiver Management

• Prepare and distribute lien waivers associated with monthly payments.
• Track outstanding lien waivers and verify required documentation is properly completed before clearing it within the accounting system.
• Provide required lien waiver documentation to title companies and follow up on outstanding items.
• Obtain second-tier subcontractor and supplier waivers and supplier affidavits as required.

Project Closeout

• Coordinate collection and verification of required project closeout documentation.
• Track final lien waivers, second-tier affidavits and waivers, warranty information, and operations and maintenance (O&M) documentation.
• Help ensure documentation is complete so final project payments can be processed appropriately.

Additional Responsibilities

• Provide backup support to the Accounting Manager and assist with other accounting responsibilities as assigned.
• Maintain and expand technical and professional knowledge through networking, professional organizations, and relevant training opportunities.

Requirements

What We're Looking For

Education & Experience

• High school diploma or equivalent required.
• Associate or bachelor's degree in Accounting, Finance, Business, or a related field preferred.
• In lieu of a degree, 2–5 years of relevant work experience may be considered.
• Construction accounting experience preferred.
• Experience with Textura, CMiC, or a similar construction accounting/ERP system preferred.

Skills & Qualifications

• Strong organizational skills with the ability to manage a high volume of work and multiple projects simultaneously.
• Ability to prioritize responsibilities and meet critical deadlines.
• Strong attention to detail and commitment to accuracy.
• Effective written and verbal communication skills when working with Project Managers, vendors, subcontractors, suppliers, owners, title companies, and other business partners.
• Ability to work both independently and collaboratively as part of a team.
• Strong problem-solving and analytical abilities, including the ability to review financial information for accuracy and reasonableness.
• Proficiency with Microsoft Office, including intermediate Excel skills.
• Experience working with accounting, database, or ERP systems. 

Work Environment & Physical Requirements

This position regularly involves sitting, standing, using a computer and other standard office equipment, communicating by phone and electronically, and moving throughout an office environment. The position may occasionally require lifting or moving items weighing up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.