Pay Application Coordinator

Cumming Gallagher; Richardson (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental Insurance

Vision Insurance

401(k)

401(k) Matching

Paid Time Off

Paid Holidays

Short and long‑term disability

Employee Assistance Program

Job summary

Cumming Gallagher is seeking a detail-oriented billing specialist to support pay applications and invoicing across multiple projects. You will review contracts, verify documentation, and collaborate with PMs, vendors, and internal teams to ensure accurate and timely billing.

The role requires experience with construction billing, strong attention to detail, and proficiency in Excel and project management tools.

Qualifications

• High school diploma or equivalent required; related certification a plus.
• 2+ years of experience in construction billing, pay applications, or related roles preferred.

Responsibilities

• Prepare and process pay applications and invoices aligned with project milestones and contracts.
• Review project contracts to understand billing terms and schedules.
• Verify supporting documents including work completed and contractor invoices.
• Collaborate with project managers, contractors, vendors and internal teams for pay applications.
• Incorporate approved change orders into pay applications and project billing.
• Ensure pay applications comply with regulations, standards and contracts.
• Prepare payment status reports and project cost summaries.
• Address discrepancies and resolve issues related to pay applications.
• Enter data accurately into accounting systems and databases.
• Maintain organized records for audit and compliance.

Skills

Problem-Solving

Organizational Skills

Financial Reporting

Time Management

Attention to Detail

Documentation Management

Technical Proficiency

Communication

Confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Microsoft Office Suite

Project Management Software

Job description

At Cumming Gallagher, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 10 rankings in ENR. With over 60 offices globally, an extremely diverse project portfolio, and double‑digit year‑over‑year revenue growth, the opportunities to make your mark are limitless!

Essential Duties & Responsibilities

• Pay Application Processing: Prepare and process pay applications and invoices accurately, ensuring adherence to project milestones and contractual requirements.
• Contract Review: Review project contracts and agreements to understand billing terms, payment schedules, and invoicing requirements.
• Document Verification: Verify supporting documentation, including work completed, stored materials, and contractor invoices.
• Collaboration: Collaborate closely with project managers, contractors, vendors, and internal teams to gather necessary information for pay applications.
• Change Orders: Incorporate approved change orders and scope adjustments into pay applications, reflecting accurate project billing.
• Compliance: Ensure pay applications adhere to industry regulations, accounting standards, and contractual terms.
• Reporting: Prepare payment status reports, project cost summaries, and other financial reports as required by project stakeholders.
• Discrepancy Resolution: Address and resolve discrepancies or issues related to pay applications, collaborating with relevant parties for resolution.
• Data Entry and Accuracy: Accurately input data and financial information into accounting systems and databases.
• Documentation Management: Maintain organized records of pay applications, invoices, and related documentation for audit and compliance purposes.
• Stakeholder Communication: Communicate pay application status, billing inquiries, and related matters to clients and stakeholders professionally and promptly.
• Other duties as assigned.
• Attendance at work during normal business hours.

Knowledge

Knowledge & Skills Required

• Construction Processes: Understanding of construction project lifecycles, methodologies, and practices, including the phases of planning, design, bidding, construction, and closeout.
• Construction Billing Processes: Understanding of construction billing procedures, pay application cycles, and industry best practices.
• Contractual Agreements: Proficiency in interpreting contract terms, payment schedules, milestones, and billing requirements.
• Accounting Principles: Knowledge of basic accounting principles and financial concepts relevant to pay applications and invoicing.
• Compliance: Understanding of industry regulations, legal requirements, and accounting standards governing construction billing.
• Change Orders: Awareness of change order processes and their impact on pay applications and project billing.
• Financial Software: Utilize accounting and project management software for accurate payment tracking and reporting.

Skills

• Problem-Solving: Skill in addressing discrepancies, billing issues, and payment-related challenges.
• Organizational Skills: Strong organizational skills to manage multiple pay applications, schedules, and documentation efficiently.
• Financial Reporting: Skill in preparing payment status reports, project cost summaries, and other financial reports.
• Time Management: Ability to manage deadlines, handle multiple tasks, and prioritize workload effectively.
• Attention to Detail: Meticulous attention to detail to accurately process pay applications, verify documentation, and ensure accuracy.
• Documentation Management: Ability to maintain organized and accurate records of pay applications, invoices, and supporting documentation.
• Technical Proficiency: Proficiency in Microsoft Excel, Microsoft Office Suite, and Project Management Software.
• Communication: Effective communication skills, oral and written, to address concerns and inquiries related to pay applications with project teams, contractors, and stakeholders.
• Confidentiality: Ability to maintain discretion and confidentiality.

Preferred Education And Experience

Education: High school diploma or equivalent (preferred).

Experience: 2+ years of related experience in construction billing, pay applications, or related roles within the construction industry.

Equal Employment Opportunity Statement

Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on individual merit, qualifications, and competence as they relate to the particular position, and the promotion of the principle of equal employment opportunity.

All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations, and relevant orders of the Secretary of Labor, and all similar state and local laws.

Benefits Overview

In addition to base salary, Cumming Group offers a comprehensive benefits package including:

• Medical
• Dental Insurance
• Vision Insurance
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long‑term disability
• Employee Assistance Program