Billing Administrator

FERMA Corporation; Newark (CA); On-site; USD 52,000 - 74,000; Full time

Job summary

FERMA Corporation, a Newark, CA-based demolition and environmental contractor, seeks a Billing Administrator to support project billing. You will prepare invoices, manage billing docs, and coordinate with Project Managers to ensure accurate, timely billings.

Experience with Vista by Viewpoint is strongly preferred. The role requires a high school diploma and about 3 years in construction accounting, with proficiency in Excel/Outlook and the ability to manage multiple projects in a fast-paced

Qualifications

• Experience in construction billing or accounting preferred.
• Proficiency with Microsoft Office, especially Excel and Outlook.
• Ability to manage multiple projects and deadlines in a fast-paced environment.

Responsibilities

• Prepare and process project billings, including progress and T&M invoices.
• Coordinate with Project Managers to gather billing information and supporting documentation.
• Enter and maintain accurate billing information in Vista by Viewpoint.
• Submit invoices and supporting docs through third-party platforms (Textura, GCPay, Procore Pay).
• Maintain schedules of values and project billing records.
• Track change orders, retainage, and previously billed amounts for invoicing accuracy.
• Prepare lien releases and other billing documents.
• Review billing packages for accuracy before submission.
• Monitor billing deadlines and follow up on missing information.
• Assist with final billings and retainage releases at closeout.

Skills

Vista by Viewpoint

Textura

GCPay

Procore Pay

Excel & Outlook

Attention to detail

Organization

Communication

Education

High school diploma or equivalent

Three years of construction accounting experience

Tools

Vista by Viewpoint

Textura

GCPay

Procore Pay

Job description

Ferma Corporation is a demolition and environmental contractor with over 60 years of experience delivering complex, large-scale projects. We specialize in demolition, abatement, remediation, and site preparation, partnering with leading owners and general contractors across California.

We self-perform our work with experienced teams, specialized equipment, and a hands-on approach that prioritizes safety, efficiency, and execution. From preconstruction through completion, our focus is simple: plan it right, execute it well, and deliver results.

Job Summary

FERMA Corporation is seeking a detail-oriented and organized Billing Administrator to join our Accounting team. This position will support project billing by preparing and submitting invoices, maintaining billing documentation, managing customer payment portals, and coordinating with Project Managers to ensure billings are accurate and submitted on time.

The ideal candidate has experience in construction billing or accounting and is comfortable managing multiple projects and deadlines in a fast-paced environment. Experience with Vista by Viewpoint is strongly preferred.

Duties and Responsibilities:

• Prepare and process project billings, including progress and time-and-material (T&M) invoices
• Coordinate with Project Managers to gather billing information and required supporting documentation
• Enter and maintain accurate billing information in Vista by Viewpoint
• Submit invoices, payment applications, lien releases, and supporting documentation through third-party construction billing and payment platforms, including Textura, GCPay, Procore Pay, and other customer-required portals
• Maintain schedules of values and project billing records
• Track approved change orders, retainage, and previously billed amounts to support accurate invoicing
• Prepare conditional and unconditional lien releases and other required billing documentation
• Review billing packages for accuracy and completeness prior to submission
• Track billing deadlines and follow up with internal teams for missing information or documentation
• Monitor submitted billings and assist with resolving rejected, incomplete, or revised submissions
• Maintain organized electronic billing files and supporting project documentation
• Assist with final billings and retainage releases at project closeout
• Assist with certified payroll reporting and related documentation as needed
• Provide administrative support to Payroll and Accounts Payable as needed

Required Skills and Abilities:

• Experience with Vista by Viewpoint strongly preferred
• Experience with construction billing platforms such as Textura, GCPay, Procore Pay, or similar systems preferred
• Familiarity with construction billing practices, including progress billing, T&M billing, retainage, lien releases, and certified payroll reporting
• Proficiency in Microsoft Office, particularly Excel and Outlook
• Strong attention to detail, organization, and communication skills
• Ability to manage multiple projects, priorities, and deadlines

Education and Experience:

• High school diploma or equivalent required
• Three (3) years of construction accounting, billing, or related experience preferred
• Experience working for a general contractor or specialty subcontractor preferred

Working Conditions

• This position is based in our Newark office and is not eligible for remote work
• Work is performed in an office environment and includes sitting, typing, and using a computer for extended periods
• May require occasional movement within the office to coordinate with team members and access project materials
• Noise levels are typically low to moderate in an office setting
• May require occasional travel to meetings or company locations as needed
• FERMA will provide reasonable accommodations as required by the ADA and applicable state law

Disclaimer

The duties and responsibilities listed above are intended to describe the general nature and level of work performed in this role. They are not intended to be a complete list of all responsibilities, duties, or skills required.