Project Contracts & Billing Specialist

Millworks By Design; Thousand Oaks (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical, Dental, Vision, Life

401(k)

Paid holidays

Sick time

Vacation

Job summary

Millworks by Design, located in Thousand Oaks, CA, seeks an Accounts Receivable Specialist focused on construction billing to join a detail‑driven team. You will manage monthly invoicing, pay apps, retainage tracking, and lien waiver administration while partnering with Project Managers to keep financials accurate.

The role requires hands‑on AR experience in construction, strong Excel skills, and proficiency with QuickBooks Desktop and Procore.

Qualifications

• 2+ years of construction AR experience required.
• Hands-on billing responsibilities including pay applications, AIA billing, retainage tracking, and lien waivers.
• Strong Excel and ERP/ accounting system proficiency.

Responsibilities

• Prepare and submit monthly progress billings and pay applications on time.
• Track billing status, aging, cash flow, and collections across active projects.
• Manage retainage tracking and release processes.
• Maintain lien waivers and compliance documentation.
• Collaborate with Project Managers to ensure financial visibility across the project lifecycle.
• Maintain audit-ready job cost and AR reporting across systems.
• Support audit requests with clear documentation.

Skills

Construction AR experience

Excel

QuickBooks Desktop

Procore

Textura

GC Pay

Innergy

Tools

QuickBooks Desktop

Innergy

Procore

GC Pay

Textura

Job description

ACCOUNTS RECEIVABLE SPECIALIST

MBD is seeking a highly organized, detail-driven Project Contracts & Billing Specialist to manage billing and collections across our construction projects, working closely with Project Managers and leadership. This role requires consistency, discretion, and a high standard of follow-through. This is a key internal position for someone who is comfortable working across departments, managing multiple priorities, and contributing to a company that values precision, accountability, and professionalism. We're looking for a long-term fit, and our interview process is thorough as we work to ensure the right match for both sides.

REQUIRED: 2+ YEARS OF CONSTRUCTION AR BILLING EXPERIENCE

This is not a general accounting or AR role. Candidates must have direct, hands-on experience with construction billing, pay applications, AIA billing, retainage tracking, and lien waiver management. Candidates without construction industry AR experience will not be considered, regardless of general accounting background.

What You'll Own

From project setup through final closeout, you will maintain the financial integrity of each job by ensuring billing and collections are accurate, timely, and aligned with project realities.

Billing + Revenue Management

• Prepare and submit monthly progress billings and pay applications, ensuring accuracy and on-time submission
• Track billing status, aging, cash flow, and collections across active projects
• Manage retainage tracking and release
• Track lien waivers and compliance documentation, ensuring conditional/unconditional waivers are collected and filed correctly
• Partner closely with Project Managers to support financial visibility and alignment throughout the project lifecycle
• Maintain accurate job cost and AR reporting, ensuring financial data integrity across systems
• Help identify budget variances, missing cost exposure, and reporting inconsistencies
• Support audit requests with accurate documentation and clear explanations

Subcontractor + Vendor Compliance

• Ensure proper documentation is in place, including insurance certificates, lien releases, and related compliance items

What It Takes

• Required: Minimum 2 years of experience specifically in construction accounts receivable - construction industry experience is non-negotiable
• Strong Microsoft Office skills, especially Excel
• Proficiency in accounting and ERP systems; QuickBooks Desktop required, with Innergy, Procore, GC Pay, Textura, or similar construction billing platforms considered a plus
• Strong analytical and problem-solving skills, with a high level of accuracy and attention to detail
• Ability to manage multiple priorities and deadlines across active projects
• Clear communication skills and the ability to partner effectively with Project Managers, leadership, internal teams and our customers
• Strong organizational discipline and the ability to maintain accurate, audit-ready records
• Comfort working in a fast-paced, detail-driven environment

What We Offer

• Competitive Base Pay (DOE)
• Performance Pay (Variable compensation tied to business results)
• Benefits Package - Medical, Dental, Vision, Life, 401(k), paid holidays, sick time, vacation
• Schedule - Full Time, non-exempt
• Location - Office in Newbury Park, CA - Monday through Friday
• Start Date - Immediate

How You'll Grow

This role is designed to grow with the company. As Millworks by Design evolves, you'll have the opportunity to strengthen billing systems, improve collections processes, and play a meaningful role in building a more disciplined, data-driven operation.

Who We Are

Millworks by Design is a specialty trade contractor focused on high-end millwork and finish carpentry for premier residential and select commercial projects. We are known for disciplined execution, strong internal standards, and a team of skilled professionals across the field and office.

Millworks By Design is an equal opportunity employer that values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.