AIA Billing Specialist

AIA Billing Specialist

Spring Valley, NY

$75,000

Position Summary

This candidate oversees all contractual, billing, compliance, and financial administration for contract‑based projects from award through final payment and closeout. This role ensures contracts are properly reviewed and executed, customer and GC requirements are completed, progress billings are accurate and timely, and outstanding balances and retainage are followed through collection.

You will work closely with sales leadership, project managers, accounting, customers, general contractors, insurance providers, and installers. The core purpose of the role is to protect the organization’s contractual and payment position while keeping each project compliant and billable.

Key Responsibilities

Customer Setup, Credit, and Project Holds

• Collect customer legal‑entity information, billing contacts, tax documentation, credit applications, and account‑setup requirements.
• Coordinate credit reviews and communicate approved limits and payment terms internally.
• Complete GC vendor registrations and project‑platform enrollment requirements.
• Maintain dashboards for project holds and compliance requirements.
• Identify projects held for missing contracts, deposits, credit approval, insurance, or documentation.
• Coordinate with internal teams to clear valid holds while ensuring orders are not released without proper approvals.

AIA & Progress Billing

• Prepare and submit AIA payment applications, monthly requisitions, deposit invoices, stored‑material billings, progress invoices, and retainage requests.
• Create and maintain schedules of values based on executed contracts, approved change orders, equipment status, and work completed.
• Gather billing information from project managers, warehouse, accounting, and other departments.
• Assemble required backup: stored‑material photos, invoices, change orders, lien waivers, insurance certificates, certified payroll, etc.
• Submit billings through GC portals.
• Correct and resubmit rejected or revised payment applications.
• Track all payment applications from submission through approval and payment.

Financial Reconciliation & Accounts Receivable

• Reconcile contract totals, sales orders, invoices, taxes, approved change orders, credits, payments, and retainage.
• Identify discrepancies between executed documents, internal systems, customer records, and GC billing platforms.
• Coordinate corrections to inaccurate contract values or billing records.
• Monitor open receivables, overdue invoices, short payments, disputed charges, and outstanding retainage.
• Follow up with customers, GCs, owners, and accounting contacts for payment status and firm payment dates.
• Provide documentation needed to resolve billing disputes.
• Confirm receipt and proper application of payments.
• Escalate unresolved or high‑risk balances to management.

Change‑Order Administration

• Maintain records of submitted, pending, approved, rejected, and executed change orders.
• Ensure approved change orders are reflected in contract value, schedule of values, sales order, and future billing.
• Confirm signed documentation before billing or relying on additional contract value.
• Notify leadership when work or billing is proceeding without proper written authorization.

Lien Waivers & Payment Protection

• Prepare and submit conditional and unconditional lien waivers.
• Confirm final payment before releasing unconditional final waivers.
• Track lien‑release requirements, payment‑bond information, and other payment‑security documentation.
• Escalate legal questions or approaching deadlines that may affect payment rights.

Financial Closeout

• Coordinate final payment applications, retainage releases, final waivers, and financial closeout.
• Confirm outstanding change orders, invoices, deductions, credits, and balances are resolved.
• Work with project managers to determine whether remaining field work affects final billing.
• Follow through until final payment and retainage are collected.
• Confirm the project is financially complete before closing the account.

Communication & Reporting

• Serve as the primary administrative contact for contracts, billing, payment applications, lien waivers, insurance, prequalification, and closeout.
• Communicate with customers, GCs, project managers, accounting, sales, installers, warehouse personnel, and insurance representatives.
• Maintain reports for open contracts, billing deadlines, receivables, retainage, project holds, compliance items, and unresolved financial issues.
• Escalate missed deadlines, disputed balances, contract discrepancies, expired compliance items, and risks to payment rights.

Required Qualifications

• Experience in construction contract administration, AIA billing, progress billing, accounts receivable, or subcontractor compliance.
• Strong financial accuracy with the ability to reconcile contracts, schedules of values, invoices, change orders, taxes, payments, credits, and retainage.
• Working knowledge of construction documents, lien waivers, insurance certificates, prequalification requirements, certified payroll, and project closeout.
• Clear and persistent communication skills with the ability to obtain documents, approvals, and payment commitments.
• Exceptional organization and follow‑through across multiple projects, billing deadlines, portals, and outstanding action items.
• Experience with construction‑related software platforms is strongly preferred.