Billing Specialist

rhwhite; Auburn (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Tuition reimbursement

Job summary

R.H. White is seeking a Billing Specialist to oversee complex billing processes across multiple projects and contract types. The role involves coordinating with project teams, accounting, and clients to ensure accurate, timely invoicing in line with contractual requirements.

Responsibilities include reviewing documentation, managing billing timelines, and guiding other billing staff while ensuring ERP entries and cost codes are correct.

Qualifications

• Demonstrated experience handling complex or contract-based billing environments.
• Ability to interpret contract terms and apply appropriate billing practices.
• Excellent written and verbal communication skills for cross-department collaboration.

Responsibilities

• Lead the billing process for assigned projects and divisions, ensuring accurate and timely invoicing in accordance with contract terms and company policies.
• Review supporting documentation (work orders, material reports, vendor invoices, time sheets) to ensure complete billing.
• Collaborate with Project Managers, Engineers, Accounts Payable and vendors to verify all billable items are captured.
• Ensure cost codes and financial data are accurately entered into ERP and accounting systems.
• Monitor billing timelines and follow up with operations to meet milestones and deadlines.
• Provide guidance to other billing personnel on procedures and system usage.

Skills

Billing experience

Strong organizational skills

Excellent written and verbal skills

Education

High School diploma

Associate's degree (construction industry a plus)

Tools

Microsoft Excel

ERP accounting systems

Job description

Position Summary:

The Billing Specialist is the lead specialist responsible for overseeing complex billing processes across multiple projects and contract types to ensure accurate, timely, and compliant invoicing. This role serves as a key liaison between project teams, accounting, and clients, ensuring all billable work is captured and billed in accordance with contractual requirements. The lead specialist also provides guidance on billing procedures, helps resolve billing discrepancies, and supports continuous improvement of billing workflows to enhance efficiency and accuracy.

Essential Functions/Position Responsibilities:

• Adheres to and promotes all Company Safety Policies and the Company Code of Conduct.
• Leads the billing process for assigned projects and divisions, ensuring accurate and timely invoicing in accordance with contract terms, project scope, and company policies.
• Interprets complex contract billing requirements and determines appropriate billing methodology based on project type and contractual conditions.
• Reviews and compiles supporting documentation including work orders, material reports, vendor invoices, time sheets, and related cost documentation to ensure complete and accurate billing.
• Collaborates closely with Project Managers, Engineers, Accounts Payable, and vendors to verify that all billable items are properly captured and documented.
• Serves as a primary point of contact for billing-related inquiries from internal stakeholders and customer Accounts Payable departments.
• Reviews billing packages and supporting documentation for completeness and accuracy prior to submission, identifying discrepancies or potential issues and coordinating resolution.
• Ensures all cost codes and financial data are accurately entered into ERP and accounting systems.
• Monitors billing timelines and proactively follows up with operations personnel to ensure billing milestones and deadlines are met.
• Identifies process improvements and recommends enhancements to billing workflows, documentation standards, and internal controls.
• Provides guidance and support to other billing personnel on billing procedures, contract interpretation, and system usage.
• Tracks recurring operational or documentation issues impacting billing and communicates trends to management.
• Assists with project closeout billing, reconciliation, and documentation review.
• Performs other related duties and responsibilities as required.

Supervisory Responsibilities:

• N/A

Hiring Requirements:

• High School diploma and 5 years of billing experience; or associate's degree and 3 years' experience (construction industry a plus).
• Demonstrated experience handling complex or contract-based billing environments, preferably within construction, utilities, or project-driven organizations.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Advanced proficiency in Microsoft Excel and strong working knowledge of ERP accounting systems.
• Strong analytical skills with the ability to review documentation and identify discrepancies or missing billable items.
• Ability to interpret contract terms and apply appropriate billing practices.
• Excellent written and verbal communication skills with the ability to collaborate across departments.
• Able to maintain confidentiality of financial information.
• Ability to pass a pre-employment drug test.

At R.H. White, our day-to-day work is construction, and we do it well. Our Core Purpose, however, is to create well-being for our people, our customers, and our communities. We've been doing it for 100 years and we are always looking for team members that want to be part of something special.

We could list a variety of construction things we do, the projects that we win, and the accolades we have received, but we would rather tell you about our culture. For instance, our employees selected three charities to dedicate our 100th-anniversary fundraising efforts and we presented each organization - Easterseals, Alzheimer's Association, and The Greg Hill Foundation - with $100,000 checks following nine months of fundraising. Now, that is living our core purpose!

Additionally, our team members regularly volunteer with organizations that help to fight food insecurity, revitalize homes and neighborhoods, raise money for cancer and other diseases, and participate in charitable missions that are important to them and their families.

We don't only build things; we build careers. That's why our Employee Development Department manages our Construction Management Trainee (CMT) and our Foreman Development Programs. Our Leonard H. White Training Center is regularly abuzz with craft skills training and leadership learning activities as well. Yes, we have tuition reimbursement too. It's been an amazing 100 years - just ask our people!

R.H. White Company is an Equal Employment Opportunity Employer, we encourage all qualified applicants from all backgrounds to apply.