Billing Specialist

HATZEL & BUEHLER; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Tuition reimbursement

Vision insurance

Job summary

HATZEL & BUEHLER is seeking a Billing Specialist to coordinate and manage finance-related tasks under the Branch Controller. You will track costs, billings, and project financial components ensuring timely and accurate processing.

The role emphasizes collaboration with Project Managers and Controllers, handling monthly invoicing through portals like Textura and Procore, and maintaining thorough documentation and professional relations with clients and vendors. Office-based with standard benefits.

Qualifications

• Proven experience as a Billing Specialist or in a similar role.
• Strong understanding of billing and invoicing processes.
• Proficiency with accounting software, preferably Spectrum.
• Excellent attention to detail and organizational skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Experience with external billing portals such as Textura and Procore is a plus.
• Knowledge of lien waivers and change order processes.
• Public Notary a plus.

Responsibilities

• Billing and Invoicing: Prepare monthly AIA, Work Orders, and TM billing for all assigned jobs.
• Assist with executing Change Orders (COs) in Spectrum, ensuring the value and scope are correct.
• Ensure lien waivers are acquired and processed per client’s request.
• Reconcile vendor invoices when needed.
• Work with Project Managers on schedules of values, change orders, and monthly progress billings, verifying all monthly invoicing requirements are met.

Skills

Billing & invoicing processes

Attention to detail

Communication & interpersonal skills

Independent and collaborative work

Notary knowledge

Billing portals experience

Experience as Billing Specialist

Tools

Spectrum

Textura

Procore

Job description

The Billing Specialist supports the team through the coordination and management of finance and accounting related tasks. Under the direction of the Branch Controller, this role is accountable for tracking all of the financial components of the project such as costs and billings ensuring that all responsibilities and processes in support of the assigned project are timely, accurately and efficiently completed.

Key Responsibilities

• Billing and Invoicing:
  • Prepare monthly AIA, Work Orders, and TM billing for all assigned jobs.
  • Assist with executing Change Orders (COs) in Spectrum, ensuring the value and scope are correct.
  • Ensure lien waivers are acquired and processed per client’s request.
  • Reconcile vendor invoices when needed.
  • Work with Project Managers on schedules of values, change orders, and monthly progress billings, verifying all monthly invoicing requirements are met.
• Accounts Receivable and Collections:
  • Maintain accounts receivable and notes related to past due invoices, following up on collections when needed.
  • Fill in credit card authorizations for processing.
  • Add relevant documents to corresponding folders on the shared drive.
  • Maintain existing job information and add any missing information into Spectrum or shared folders as needed.
• Collaboration and Reporting:
  • Work closely with the Controller and Operations Managers to support financial tasks and maintain accurate and detailed reporting on assigned projects.
  • Assist with monthly/weekly billings via external portals such as Textura, Procore, and other software.
  • Work with Project Managers and Foremen in the field for accurate TM pricing.
  • Provide requested reports to Project Managers in a timely manner.
• Documentation and Relationship Management:
  • Ensure proper documentation for contracts, change orders, adjustments, and other pertinent billing information is maintained in project files.
  • Develop and maintain positive professional relationships both internally and externally to facilitate smooth project accounting operations.

Qualifications

• Proven experience as a Billing Specialist or in a similar role.
• Strong understanding of billing and invoicing processes.
• Proficiency with accounting software, preferably Spectrum.
• Excellent attention to detail and organizational skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Experience with external billing portals such as Textura and Procore is a plus.
• Knowledge of lien waivers and change order processes.
• Public Notary a plus.

Compensation

$70,000 to $90,000 DOE

Work Environment

This job mainly operates in an office setting using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule

• Monday to Friday

Work setting

• Office

Work Location

• In person

Equal Employment Opportunity

HATZEL & BUEHLER provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HATZEL & BUEHLER complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. HATZEL & BUEHLER expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of HATZEL & BUEHLER’s employees to perform their job duties may result in discipline up to and including discharge.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.