Billing Specialist

Mason-Technologies-Inc; Deer Park (NY); Sur place; USD 80 000 - 90 000; Plein temps

Avantages offerts par ce poste

Medical benefits

401k with matching

Paid time off

Growth opportunities

Family events & outings

Bagel Thursdays

Caring ownership

Résumé du poste

Mason Technologies in Deer Park, NY is seeking a detail‑oriented Billing Specialist to manage project invoicing for municipal and government clients, ensuring accuracy, compliance, and timely submissions. You will collaborate with Project Managers, Operations, and Accounting, handle supporting documents like prevailing wage records, and support month‑end activities and AR functions as needed.

This in‑person role offers competitive pay and comprehensive benefits as part of a growing accounting

Qualifications

• 2-5 years of billing, accounts receivable, project accounting, or construction billing experience.
• Experience preparing, reviewing, and submitting invoices in a professional business environment.
• Understanding of progress billing, milestone billing, change orders, contract billing, retainage, and/or time‑and‑material billing.
• Experience interpreting contracts, purchase orders, and customer‑specific billing requirements preferred.

Responsabilités

• Prepare, review, and submit invoices for multiple project types, including government contracts.
• Review project documentation to ensure billing accuracy and completeness.
• Ensure invoices meet customer, contractual, and government billing requirements.
• Coordinate required billing documentation (prevailing wage, certified payroll, timesheets).
• Collaborate with Project Managers, Operations, and Accounting to resolve discrepancies.

Connaissances

Billing experience

Accounts receivable

Project accounting

Detail oriented

Communication skills

Multitasking

Outils

Microsoft Excel

ERP systems

Description du poste

Since 2002, Mason Technologies has been a leader in technology integration, proudly certified as a Woman-owned Business Enterprise (WBE) both in NYC and nationally. With headquarters and a fully equipped warehouse in Deer Park, NY, an additional office in downtown NYC, and resources across the nation, we design, implement, and service innovative solutions in low-voltage structured cabling, audio visual systems, data centers, and unified security.

We serve a variety of industries including healthcare, government, higher education, finance, and business (both big and small). We're always aiming to build lasting relationships based on trust, respect, and a shared vision for a better future. Our founder, Jennifer Mason, has cultivated a family-like environment that emphasizes deep care and commitment to our people and the clients and communities we serve, forming the foundation of everything we do.

At Mason Technologies, diversity and inclusion drive our hiring, ensuring we bring together the most talented individuals regardless of race, age, religion, gender identification, or sexual orientation. If you want to have a career of unparalleled growth, a team with a family-strong bond, and an unmatched atmosphere of motivated and caring professionals,

Let’s craft a future together that’s built upon integrity, equality, professional pride, the authentic spirit of our family, and a commitment to making the world a better place.

Our Comprehensive Employee Benefit and Perk Package:

• Medical, Dental, and Vision Coverage: We provide comprehensive healthcare benefits to keep you and your family healthy and secure.
• 401k with Matching: Plan for your future with our 401k program, featuring competitive company matching.
• Paid Time Off (Holiday/Vacation/Sick/Personal): Generous PTO to ensure a healthy work-life balance and time for relaxation and personal needs.
• Unlimited Growth Opportunities: We believe in fostering talent and providing opportunities for continuous professional growth.
• Family-Friendly Company Events & Outings: We host regular events and outings to foster a family-friendly atmosphere and build team camaraderie, like our Warehouse Jam Sessions and Holiday Parties!
• Bagel Thursdays: Enjoy weekly treats with Bagel Thursdays at our offices!
• Caring Ownership: We believe in mutual dedication. If you're committed to Mason Technologies, we are equally committed to you. We prioritize the well‑being of our employees and their families, ensuring a supportive and caring work environment.

Position Overview:

We are seeking a detail‑oriented Billing Specialist to join our Accounting team. This is a hands‑on project and construction billing position responsible for preparing, reviewing, and submitting invoices for a variety of projects, including work with municipal and government clients, including NYC agencies. Because these projects often involve detailed contract requirements, the billing process is highly deadline‑driven and documentation‑intensive. Invoices must be accurate and may require supporting documentation such as prevailing wage records, certified payroll, sign‑in/sign‑out sheets, timesheets, and other project‑specific requirements.

The ideal candidate will manage the billing process from project review through invoice submission, working closely with Project Managers, Operations, and Accounting to ensure timely and accurate invoicing. Strong communication and organizational skills are critical, as this role requires regular follow‑up, cross‑functional coordination, and proactive resolution of billing discrepancies, rejected invoices, and documentation issues.

This position requires a high level of ownership, accountability, and attention to detail. The successful candidate will be expected to prioritize competing deadlines, identify and resolve issues proactively, and help maintain efficient billing processes that support project cash flow and client satisfaction. As a member of a growing accounting team, this individual should be comfortable wearing multiple hats and supporting other finance and accounting functions as business needs evolve, which may include collections, accounts receivable activities, reporting, and other administrative or accounting‑related responsibilities. Due to the project‑driven nature of the work, flexibility and a willingness to assist where needed are essential to success in this role.

Responsibilities:

• Prepare, review, and submit progress, milestone, contract, time‑and‑material, and change‑order invoices.
• Review contracts, purchase orders, schedules of values, and project documentation to ensure billing accuracy and completeness.
• Ensure invoices comply with customer‑specific, contractual, and government/municipal billing requirements.
• Prepare and coordinate required billing documentation, including prevailing wage records, certified payroll, timesheets, sign‑in/sign‑out records, and other compliance‑related documentation.
• Work closely with Project Managers, Operations, and Accounting to obtain required information and resolve billing discrepancies.
• Review project costs and supporting documentation to identify missing, incorrect, or inconsistent information prior to invoice submission.
• Research and resolve rejected invoices, billing discrepancies, and documentation issues, and coordinate timely resubmission.
• Maintain accurate and organized billing records within accounting and ERP systems.
• Track billing schedules and customer deadlines to ensure invoices are submitted accurately and on time.
• Assist with month‑end billing activities, reporting, account reconciliations, and project closeout billing.
• Monitor billing status across multiple projects and communicate potential issues that could delay invoicing or impact cash flow.
• Support accounts receivable, collections, and other accounting or finance‑related activities as needed.
• Assist with the development, maintenance, and improvement of billing procedures, controls, and documentation standards.
• Identify recurring billing issues and recommend process improvements that enhance efficiency and reduce invoice rejections or delays.
• Provide administrative and operational support to the Accounting team and assist with special projects and additional responsibilities as business needs evolve.

Qualifications:

• 2-5 years of billing, accounts receivable, project accounting, or construction billing experience.
• Experience preparing, reviewing, and submitting invoices in a professional business environment.
• Understanding of progress billing, milestone billing, change orders, contract billing, retainage, and/or time‑and‑material billing.
• Experience interpreting contracts, purchase orders, and customer‑specific billing requirements preferred.
• Construction, electrical, low‑voltage, HVAC, engineering, or other project‑based industry experience preferred.
• Experience with government, municipal, public works, or NYC contracts is a plus.
• Experience with prevailing wage, certified payroll, union projects, and related compliance documentation preferred.
• Familiarity with job costing, project accounting, and project‑based billing practices is a plus.
• Strong proficiency with Microsoft Excel and accounting/ERP systems.
• Excellent attention to detail and commitment to billing accuracy.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with Project Management, Operations, Accounting, and other departments.
• Willingness to take on additional responsibilities and support other accounting and finance functions, including accounts receivable, collections, and special projects as business needs evolve.
• Adaptable, team‑oriented mindset with the flexibility to work in a fast‑paced environment and wear multiple hats when needed.

Schedule

This is an in‑person position in Deer Park, NY. Billing volume increases around certain month‑end and customer deadlines, so the successful candidate must be willing to work extended hours when necessary to meet critical billing deadlines.

Job Type: Full‑Time, In‑Person

Salary: $80,000–$90,000 per year

We are currently only considering candidates who already live within commuting distance of our office. Relocation assistance is not provided.