Billing Support Specialist I

SQUAN; Town of Fishkill (NY); On-site; USD 52,000 - 75,000; Full time

Job summary

SQUAN is seeking a Billing Support Specialist to collaborate with construction personnel to gather documentation and create accurate invoices. The role focuses on resolving discrepancies, tracking quantities against billed amounts, and reporting within multiple systems.

The ideal candidate will manage relationships with field teams and clients, ensure timely submittals, and support change orders and closeout activities in a fast-paced telecom environment.

Qualifications

• Must have strong organizational and multitasking abilities.
• Proficient in professional communication with clients and internal teams.
• Experience with invoicing processes and reporting in construction/telecom contexts.

Responsibilities

• Collaborate with construction personnel to obtain documentation for invoices.
• Verify daily field reports and ensure accurate invoicing totals and unit codes.
• Track job-to-date quantities and prevent duplicate payments.
• Coordinate with project teams on red lines and closeout packages.
• Maintain client relations through billing teams and project stakeholders.

Skills

Billing coordination

Time management

Communication

Attention to detail

Education

High school diploma or GED

Bachelor's degree (Preferred)

Tools

Sage

Job description

The Billing Support Specialist is responsible for collaborating with various construction personnel to obtain supporting documentation to create invoicing, resolve discrepancies, track job-to-date quantities against invoice amounts, and work within various internal and client systems for accurate reporting and tracking.

ESSENTIAL JOB FUNCTIONS

• Works with construction personnel, including splicers, foremen, construction managers, and office coordinators, to obtain supporting information to create invoices.
• Work with construction managers to guarantee accurate daily field reports for in-house and subcontractors and validate when appropriate.
• Track job-to-date quantities and ensure duplicate daily field reports are not entered into the system nor paid out.
• Coordinates with the construction team and engineering team on red lines and closeout packages
• Oversee client relationships through regular communication with the billing team and client personnel associated with finance and invoicing.
• Ensures invoices accurately reflect correct totals, correct unit coding, and accurate quantities.
• Drives positive cash flow by working closely with internal construction and finance teams to coordinate payment of invoices and follow up on past due invoices.
• Keeps trackers current for reporting of billing, job to date quantities, and various statuses.
• Stays current with NTPs and awards for applicable projects to understand backlog and changes to quantities/billing protocols.
• Assists project manager with creating change orders or adjustments to PO quantities.
• Adheres to the timelines for invoice submittal, approval, and project closeout
• Collaborates with project manager to overcome obstacles preventing timely invoice submission and approval.
• May attend client meetings from time to time with project manager as needed.
• Work within GIS system to pull reports, review daily field reports, and update statuses.
• Submits timesheets daily with the appropriate time coded to the project, aspect, and task.
• Performs other duties as assigned by management.

SKILLS AND ABILITIES

• Builds strong relationships with clients, contractors, construction workers and internal team.
• Excels at organization, time-management, problem-solving, communication, and attention to detail.
• Sense of urgency and ability to prioritize multiple items that are extremely important.
• Good organizational skills with the ability to plan, coordinate, and track project development.
• Strong work ethic, leads by example, and does what it takes to get the job done.
• Proficient in Microsoft Office Suite and with various other software programs.
• Ability to communicate professionally at all times, with clarity at the frequencies required by management and customers.
• Work independently with minimal supervision.

MINIMUM REQUIREMENTS

• Must be 18 or older.
• Able to work with minimal supervision and complete tasks assigned in a timely manner.
• Ability to Multi-task and track many incoming/outgoing items simultaneously.
• Valid driver's license and excellent driving record.
• Must be able to pass pre-employment drug test and background check.
• High school diploma or GED

PREFERRED REQUIREMENTS

• Bi-lingual (Spanish/English)
• Bachelor's degree business administration, finance, accounting, or a related degree
• Two years of experience in telecommunication, logistics coordination, or project coordination.
• Experience with accounting/invoicing software such as Sage.