Construction Billing Assistant

IEW Construction Group, Inc.; Trenton (NJ); On-site; USD 42,000 - 58,000; Full time

Job summary

IEW Construction Group, Inc. seeks a detail-oriented Billing Assistant to support accounting and project management in preparing, processing, and tracking project billings.

You will help ensure timely invoicing, document verification, and contract compliance across multiple jobs in a fast-paced office. Ideal candidates have 1-3 years in construction billing or administrative accounting, proficient Excel skills, and the ability to collaborate with project teams.

Qualifications

• 1-3 years of construction administrative accounting, or construction billing experience preferred.
• Experience in the construction industry is highly desirable.

Responsibilities

• Assist with the preparation and processing of monthly progress billings for construction projects.
• Compile supporting documentation required for invoices, including schedules of values, certified payroll reports, force account documentation, and subcontractor information.
• Review project documentation to ensure billing accuracy and contract compliance.
• Maintain billing logs and track invoice submission dates, approvals, and payment status.
• Assist with the preparation and submission of electronic invoices through owner and agency portals.
• Monitor outstanding invoices and assist with collections activities as directed.
• Communicate with Project Managers regarding invoice status and payment issues.
• Assist with customer account reconciliations.
• Maintain accurate records of billing and payment activity.
• Organize and maintain project files and billing documentation.
• Assist with change order tracking and documentation.
• Verify purchase orders, subcontractor information, and contract documents as needed.
• Coordinate with Project Managers to obtain information necessary for billing and project reporting.
• Assist with certified payroll reporting and prevailing wage documentation.
• Support monthly and year-end reporting requirements.
• Ensure compliance with company policies, contract requirements, and governmental regulations.
• Prepare reports and spreadsheets as requested by management.
• Provide general administrative support to the Accounting and Operations teams.
• Assist with data entry, document management, and filing.

Skills

Attention to detail

Organizational skills

Microsoft Excel

Written and verbal communication

Confidentiality handling

Multi-tasking

Education

Construction billing experience

Tools

Viewpoint Vista

Job description

Billing Assistant

Position Summary

IEW Construction Group is seeking a detail-oriented and organized Billing Assistant to support the Accounting and Project Management teams in the preparation, processing, and tracking of project billings. The Billing Assistant will play a key role in ensuring timely and accurate invoicing for construction projects while maintaining compliance with contract requirements, certified payroll reporting, and client billing procedures.

This position requires strong organizational skills, attention to detail, and the ability to work collaboratively with Project Management, Estimators, and the Accounting Department.

Essential Duties And Responsibilities

Project Billing Support

• Assist with the preparation and processing of monthly progress billings for construction projects.
• Compile supporting documentation required for invoices, including schedules of values, certified payroll reports, force account documentation, and subcontractor information.
• Review project documentation to ensure billing accuracy and contract compliance.
• Maintain billing logs and track invoice submission dates, approvals, and payment status.
• Assist with the preparation and submission of electronic invoices through owner and agency portals.

Accounts Receivable Support

• Monitor outstanding invoices and assist with collections activities as directed.
• Communicate with Project Managers regarding invoice status and payment issues.
• Assist with customer account reconciliations.
• Maintain accurate records of billing and payment activity.

Project Administration

• Organize and maintain project files and billing documentation.
• Assist with change order tracking and documentation.
• Verify purchase orders, subcontractor information, and contract documents as needed.
• Coordinate with Project Managers to obtain information necessary for billing and project reporting.

Reporting and Compliance

• Assist with certified payroll reporting and prevailing wage documentation.
• Support monthly and year-end reporting requirements.
• Ensure compliance with company policies, contract requirements, and governmental regulations.
• Prepare reports and spreadsheets as requested by management.

Administrative Support

• Provide general administrative support to the Accounting and Operations teams.
• Assist with data entry, document management, and filing.
• Perform other duties and special projects as assigned.

Qualifications

Education & Experience

• 1-3 years of construction administrative accounting, or construction billing experience preferred.
• Experience in the construction industry is highly desirable.

Knowledge, Skills & Abilities

• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Knowledge of construction contracts, progress billings, certified payroll, and prevailing wage requirements is a plus.
• Experience with Viewpoint Vista, or similar construction accounting software preferred.

Work Environment

• Office-based environment with occasional interaction with field personnel. No remote work.
• Regular business hours Monday - Friday.

Reporting Structure

Reports to: Billing Manager

Success Factors

Successful Candidates Will Demonstrate

• Accuracy and attention to detail.
• Strong communication skills.
• Ability to prioritize and manage multiple deadlines.
• Commitment to teamwork and continuous improvement.
• A proactive approach to problem-solving and process improvement.

IEW Construction Group, Inc. is proud to be an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any kind in accordance with applicable federal, state, and local laws.

All offers of employment at IEW Construction Group are contingent upon clear results of a thorough background check and drug screening. These screenings are conducted to ensure a safe and compliant workplace for all employees. Candidates who fail to meet these requirements may not be eligible for employment.