Contract AIA Billing Associate

EMCOR Group, Inc.; Barberton (OH); On-site; USD 52,000 - 66,000; Full time

Job summary

EMCOR Group, Inc. is seeking a billing professional to process customer invoices and collaborate closely with the Controller and Accounts Receivable team. The role emphasizes accuracy, customer service, and adherence to required guidelines in a fast-paced environment.

You will create billing sheets, verify contracts, and prepare pencils and final invoices across TCMS, Textura, and other platforms, ensuring on-time submissions and clean accounts.

Qualifications

• The position requires a high school diploma or GED.
• 5+ years of billing experience is required.
• Excellent customer service and communication skills are required.
• Experience in business-to-business collections and construction industry is a plus.

Responsibilities

• Create service billing sheets and send to branches multiple times a month.
• Review contracts/POs to verify contract price and schedule values.
• Invoice using TCMS, All-Share, Textura, and standard AIA documents.
• Coordinate with Contract Department and branches to obtain paperwork.
• Address customer issues and ensure timely payment processing.
• Maintain logs of customer emails and contact information in TCMS.

Skills

Billing experience

Customer service

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

Job Summary

The primary function of this role is to process customer invoices for the Company. The Company goal is to continuously grow the revenues while maintaining profits, satisfying customers’ requirements, and staying compliant with required guidelines. This position requires a close working relationship with the Controller and Accounts Receivable Associates.

This job requires the ability and desire to work in a fast-paced multi tasked environment with a focus towards customer service and support, quality work performance, and administration.

Essential Duties & Responsibilities

• Create service billing sheets and send to branches multiple times a month.
• Coordinate with the Contract Department and the branches to obtain paperwork and resolve discrepancies.
• Review contracts/POs for each job to verify contract price.
• Set up jobs and Schedule of Values in lump sum billing in TCMS, as needed.
• Create, print, and post invoices in TCMS, All-Share and Textura.
• Scan billing packets and credit memos into Doc Manager and send to customer before billing deadline.
• Post pencil jobs by closing calendar deadline monthly for TCMS, Textura, GC Pay and Procore billings.
• Verify billing requirements and documents needed to submit pay request if information is missing from file.
• Invoice using TCMS AIA documents, state documents, costumer forms, and standard AIA documents, customize invoices as needed.
• Request closeout information to be sent by the Blue Print Room Associate as needed.
• Work with Accounts Receivable Associates and customers to address customer issues, accounts, paperwork, etc. and solve in a timely fashion.
• Keep an updated log of customer emails and contact information in TCMS.
• Ensure accounts are balanced and all information is accurate and up to date.
• Research contact information and/or any other items as directed by the Controller.
• Responsible for sending out pay applications and all pencil copies of invoices to be billed.
• Prepare waivers, affidavits, and sworn statements.
• Provide material or job information to contractors as requested.
• Request supplier waivers to complete billing processes.
• Send waivers to customers.
• Verify final face amounts are accurate.
• Send retention letters as needed.
• Respond to a high volume of emails and/or inquiries regarding payment.
• Obtain missing paperwork from vendors.
• Enter customer invoices on customer websites.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

Qualifications

• High school diploma or GED is required.
• 5+ years’ previous billing experience is required.
• Business to business collections experience is a plus.
• Previous experience in the construction industry is a plus.
• Proven experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required.
• Excellent customer service skills are required.
• Demonstration of a positive attitude is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow-up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communications skills are required.
• Ability to prioritize in a fast-paced multi-task environment is required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment is required.
• Complying with all operating policies, procedures, executed Plans, and Programs is required.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, walk, reach with hands and arms, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The strength rating for this position is classified as sedentary work which entails exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involved sitting most of the time but may involve walking or standing for brief periods of time. Operation of a computer, telephone, visual aid equipment, hand calculator, mailroom cart, and copiers/fax machine is required. Understanding simple math, financial reports, legal documents, simple memos, and business letters is required. Writing simple memos, summaries, and business letters is required.

Equal Opportunity Employer

Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our affirmative action policy.