Construction Admin & Billing Specialist

Splash City Pools LLC; Brandon (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Splash City Pools LLC in Brandon, FL is seeking an organized administrative professional to handle invoicing, accounts receivable, and document administration. You will create invoices, send reminders, maintain records, and support financing draw requests and payment reconciliation.

The role requires meticulous attention to detail, strong spreadsheet skills, confidentiality, and the ability to manage vendor files, W9s, COIs, and lien-related documents while coordinating with multiple departments.

Qualifications

• Extremely detail-oriented and organized.
• Comfortable working with numbers and financial documentation.
• Strong computer and spreadsheet skills.
• Able to maintain confidential company information.
• Strong follow-through and ability to identify missing or expired documentation.

Responsibilities

• Create and send customer invoices and payment reminders
• Track outstanding invoices, balances, and deposits
• Maintain accounts receivable records
• Assist with financing company draw requests and documentation
• Assist with payment reconciliation and notify management of overdue accounts
• Organize vendor invoices, receipts, and purchase order documentation
• Collect and maintain W9s and Certificates of Insurance from subcontractors and vendors
• Track workers compensation compliance and insurance expiration dates
• Request updated documents before expiration
• Maintain subcontractor licensing information and organized vendor files
• Verify required documentation is on file before subcontractors begin work
• Prepare and send contracts and administrative documents as assigned
• Assist with lien releases, affidavits, and other construction-related documents
• Coordinate notarization of company documents when properly commissioned
• Maintain organized electronic and physical files
• Process incoming mail and administrative correspondence
• Maintain office supplies and general office organization
• Assist with employee onboarding paperwork and documentation
• Scan, upload, name, and organize company documents
• Provide administrative support to other departments as needed

Skills

Detail-oriented

Organized

Numerical skills

Confidentiality

Follow-through

Job description

Splash City Pools LLC in Brandon, FL is seeking an organized administrative professional to handle invoicing, accounts receivable, and document administration. You will create invoices, send reminders, maintain records, and support financing draw requests and payment reconciliation.

The role requires meticulous attention to detail, strong spreadsheet skills, confidentiality, and the ability to manage vendor files, W9s, COIs, and lien-related documents while coordinating with multiple departments.