Contract Billing Coordinator

Edward Don & Company; Woodridge (IL); On-site; USD 60,000 - 75,000; Full time

Job summary

Edward Don & Company is seeking a Billing/Accounts role to manage invoicing for equipment projects, including preparing progress billings and pay applications, and collecting payments from General Contractors and customers. The role involves reviewing project inventory, job costing, commissions, and draw balance tracking, with daily contact across project managers, GCs, and customers.

The position requires strong Excel/Word skills, analytical ability, and excellent communication and time

Qualifications

• Must have a high school diploma or equivalent or an associate's degree with coursework in accounting/finance/business
• Proficient in Word and Excel; strong analytical, organizational, problem-solving, multitasking, and independent work abilities
• Excellent communication and time management skills

Responsibilities

• Bill customers using SAP system and reference inventory in AutoQuotes
• Prepare GC progress billing pay applications and ensure accuracy
• Follow up on past-due accounts receivable invoices
• Track project retainage and reconcile with GC progress billing pay applications
• Prepare and process liens waivers and GC contract documents
• Review project inventory and allocate costs to billable items
• Process customer credits including returns, sales allowances, and tax credits
• Prepare project billing backlog and coordinate with APMs for vendor invoices
• Invoice customers for design fees and collect payments
• Distribute sales rep commissions and spiffs to reps on a regular basis
• Cross-train on new customer setup and GC prequalification
• Perform other duties as assigned

Skills

Word

Excel

Analytical skills

Communication

Time management

Education

High School Diploma or equivalent

Associate's Degree (accounting/finance/business)

Tools

SAP

AutoQuotes

Textura

GC Pay

Project Mates

Job description

Summary

Responsible for the invoicing of General Contractors and Customers for equipment projects, providing project billing & closeout documents and collecting payment for equipment projects. Also performs accounting functions such as reviewing project inventory, job costing, commission calculation & draw balance tracking. Will have daily contact with project managers, general contractors and customers in an effort to effectively invoice projects.

Summary

Responsible for the invoicing of General Contractors and Customers for equipment projects, providing project billing & closeout documents and collecting payment for equipment projects. Also performs accounting functions such as reviewing project inventory, job costing, commission calculation & draw balance tracking. Will have daily contact with project managers, general contractors and customers in an effort to effectively invoice projects.

Required

KNOWLEDGE, SKILLS, AND ABILITIES

• High School Diploma or equivalent and applicable experience in an accounting or finance reconciliation or billing role OR Associate's Degree with applicable coursework in accounting, finance, or business OR equivalent combination of education and experience
• Working knowledge of Word and Excel, strong analytical, organizational skills and the ability to problem solve, multitask, prioritize and work independently.
• Excellent communication and time management skills.

Preferred

• Associate degree, 2+ years of experience in sales or customer service experience in an office environment and previous SAP experience.

Essential Duties

• Utilize SAP System to bill customers
• Utilize AutoQuotes and system inventory as a reference to invoice customers.
• Follow up with customers on past due A/R invoices.
• Bill General Contractors (GC) through SAP system as well as prepare GC’s progress billing Pay Application.
• Reconcile between the system and general contractors progress billing pay application.
• Track retainage by projects.
• Learn and use 3rd party billing software such as, Textura, GC Pay, Project Mates when required.
• Contact general contractors and customers to collect payment on monthly progress billing pay applications.
• Complete lien waivers and other GC contract documents when required.
• Review project inventory and apply to cost (ATC) items not billable to customers.
• Process customer credits such as returns, sales allowances and tax credits.
• Prepare project billing backlog
• Work with Assistant Project Managers (APM’s) to obtain vendor invoices required for billing.
• Invoice customers for design fees.
• Follow up on customer payment.
• Prepare, calculate & distribute sales rep commission reports (monthly).
• Distribute platinum/spiffs to sales reps (quarterly).
• Cross train on new customer set up and GC prequalification.
• Perform other duties as assigned.