Contract and Billing Specialist

Neelz Contracting; West Palm Beach (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

A high-end residential general contractor in West Palm Beach is seeking an experienced Contract and Billing Specialist to manage contract preparations and financial processes. The role requires at least 5-7 years of relevant experience, strong skills in QuickBooks, and an ability to navigate challenging client interactions effectively.

Qualifications

• 5-7 years of experience in construction AP/AR and contract administration.
• Working knowledge of construction finance and billing procedures.
• Advanced QuickBooks and Excel skills required.

Responsibilities

• Lead contract preparation and manage client invoicing.
• Oversee accounts payable and receivable functions.
• Maintain accurate financial reporting and project tracking.

Skills

Accounts Receivable

Accounts Payable

Contract Preparation

Communication

Organizational Skills

QuickBooks

Excel

Project Budget Tracking

Job description

1 week ago Be among the first 25 applicants

CONTRACT AND BILLING SPECIALIST - Jupiter, FL - Full-Time - M-F

High end residential general contractor is seeking an exceptional and experienced Contract and Billing Specialist to lead all aspects of contract preparation, and Accounts Receivable/Accounts Payable.

This position requires an individual who can demonstrate a minimum of 5-7 years of experience working for a prime contractor (no subcontractors), and successfully interfacing with leadership in all aspects of contract preparation, change order billing, client invoicing, and project budget tracking/reporting.

Position requirements include, but are not limited to:

Contracts:

• Assists Legal in keeping company contracts up to date.
• Forwards contracts to client for execution and addresses any questions or concerns.
• Forwards all subcontractor contracts to the selected subcontractors with project information and contacts.
• Requests and manages all subcontractor licenses, W9’s, and COIs and ensures they are kept current during the lifecycle of the project.
• Reviews and sends all Letters of Intent for pre-construction work, as directed.
• Manages client’s physical and digital project folders to ensure current and accurate.
• Prepares client expense worksheets for client close outs and billing.
• Provides administrative support to Preconstruction Management as may be requested from time to time.

Billing/Accounts Receivable:

·Responsible for all client billing to ensure progress invoicing is accurate and on schedule, and payments are received from clients in a timely manner.This includes permit fee schedules, change order billing, etc.

·Creates invoices, and backup documents if required, and forwards to client for payment. Provides payment receipts to clients for paid invoices.

·Collects payments from clients, deposits in designated business account, and accurately records in QuickBooks.

·Informs clients of any past due or upcoming payment deadlines.Addresses and resolves any client questions or concerns regarding invoicing.

·Updates and maintains T&M Worksheets and budgets for Cost Plus clients and prepares monthly reconciliations.

·Oversees client expense reports to accurately reflect project profits and losses and provides reporting to President and Vice President.

Invoicing/Accounts Payable:

· Receives and enters weekly Subcontractor invoices, and vendor invoices in QuickBooks for Vice President’s review and payment.

·Works with Project Management Team to ensure subcontractor billings are complete, accurate, and timely.

·Tracks monthly expenses in QuickBooks and works with Vice President to ensure company financial reporting is accurate.

·Tracks project labor using applicable software.

Required Qualifications:

·Demonstrated minimum 5-7 years senior experience in construction AP/AR and contract administration.References to this effect are required.

·Working knowledge of construction finance, billing procedures and analysis of project financial data.

·Experience working with Project Management Division in obtaining client billing and change order information for invoicing.

·Advanced experience in all aspects of QuickBooks on-line, including but not limited to, AP/AR, invoicing, job costing and expense tracking.A proficiency test will be given.

·Advanced knowledge of Excel, Microsoft Office, Adobe required.

·Notary Public – State of Florida.If notary currently not held, candidate must be able to obtain at the company’s expense.

·Preference will be given to candidates who possess experience in AIA billing.

·Preference will be given to candidates who possess the above experience in the high-end, residential general contractor arena.

·Preference will be given to candidates having experience with construction management software (i.e. Buildertrend, Procore).

·Exceptional written and verbal communication, and organizational skills required.

·Must be able to professionally, patiently and appropriately navigate challenging clients and situations as they arise.

Salary:Dependent upon experience.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Accounting/Auditing and Finance

• Industries

  Construction

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