Office Manager AIA Construction Billing Job at Robert Half (Newark)

Office Manager AIA Construction Billing

A growing construction organization is seeking an experienced Office Manager wit...

Location

United States , Newark

Salary:

70000.00 - 100000.00 USD / Year

Robert Half

Expiration Date

Until further notice

Requirements

3 plus years of AIA construction billing experience
Construction industry experience required
Experience supporting multiple Project Managers or field teams
Strong understanding of progress billing retainage and change orders
Proficiency in Microsoft Excel
Strong organizational and communication skills
Ability to manage multiple priorities in a deadline driven environment
Strong attention to detail and problem solving skills

Job Responsibility

Prepare and submit AIA billings and progress billings
Generate customer invoices and maintain billing schedules
Review contracts purchase orders and project documentation for billing accuracy
Track and process change orders retainage and contract modifications
Prepare and manage lien waivers and supporting documentation
Monitor project billing status and outstanding receivables
Partner with Project Managers to reconcile billing and project costs
Assist with project closeouts and final billing
Maintain accurate records within accounting and project management systems
Respond to billing inquiries and resolve discrepancies

What we offer

401k with employer match
Comprehensive health benefits
Paid time off
Career growth opportunities within a stable and growing organization

Fulltime

Office Manager

Our client in Chicopee, Massachusetts is seeking a Contract Office Manager to su...

Location

United States , Chicopee

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Previous experience in office management, administrative operations, or accounting support required
Strong organizational skills required
Ability to manage multiple priorities and maintain accurate records in a deadline-driven environment
Experience with invoicing, accounts payable, accounts receivable, and compliance documentation preferred
Construction industry experience is a plus
Strong communication skills and attention to detail
Proficiency with Microsoft Office and office systems preferred

Job Responsibility

Provide administrative support by setting up job files, maintaining documentation, and coordinating daily project schedules
Handle customer invoicing, including standard billing and AIA billing, and assist with collections and accounts receivable
Support accounts payable by processing purchase orders, vendor invoices, weekly disbursements, and reconciliations
Assist with financial reporting, job costing, revenue tracking, and month-end, quarter-end, and year-end close activities
Maintain contracts, insurance certificates, subcontractor agreements, W-9s, and other compliance-related documentation
Track employee records, licenses, certifications, safety training, DOT files, PPE inventory, and maintenance logs
Oversee warehouse and inventory records, including customer storage documentation, materials tracking, and office and uniform supplies
Support payroll, records management, system backups, and other office functions while providing general team support as needed

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Office Manager

On Behalf of our client we are looking for an experienced Office Manager to over...

Location

United States , Elk Grove Village

Salary:

65000.00 - 90000.00 USD / Year

Robert Half

Expiration Date

Until further notice

Requirements

Proven experience in office management, with a strong ability to oversee administrative functions
Proficiency in QuickBooks
Familiarity with construction industry practices, including AIA billing and lien waivers
Strong organizational skills to manage supplies, files, and compliance documentation
Ability to handle accounts payable and vendor management effectively
Expertise in preparing certified payroll documents and managing payroll taxes
Exceptional attention to detail and accuracy in financial and administrative tasks
Strong communication skills to collaborate with project managers, subcontractors, and vendors

Job Responsibility

Manage daily office operations, including reviewing and distributing mail
Ensure compliance with business licensing requirements
Prepare and organize subcontractor agreements
Assemble AIA billing forms when required G702 and G703
Set up job files and accounting summaries for new projects, collaborating with project managers to prepare billings
Process monthly billing, assemble required forms for invoicing, and prepare waivers for payments
Record deposits, manage vendor payments, and ensure accounts payable are up to date
Balance company financial accounts and handle payments for expenses such as utilities, rent, and insurance
Record field personnel labor hours weekly, prepare payroll, and ensure payroll taxes and union dues are accurately processed

What we offer

Medical
Dental
Vision
401k
PTO

Fulltime

Construction billing specialist

Our client is looking for a construction billing specialist to join their team o...

Location

United States , Houston

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
Minimum of 2 years of billing experience, ideally within the construction industry or a comparable sector
Strong understanding of construction billing processes, including AIA documentation, progress billing, retainage, and change order management
Proficient in construction accounting software (e.g., Textura, Sage, Procore or equivalent)
Exceptional attention to detail and organizational abilities
Effective communication and interpersonal skills
Proven ability to work independently and consistently meet deadlines
Skilled in Microsoft Office Suite (Excel, Word, Outlook)

Job Responsibility

Generate, review, and distribute project invoices to clients in accordance with contract terms, project milestones, and approved change orders
Partner with project managers and accounting personnel to validate billing data and ensure accuracy and completeness
Monitor payment activity, record receipts, and reconcile discrepancies in the accounting system
Lead the collections process by proactively following up on outstanding accounts and resolving billing issues with clients
Compile comprehensive billing reports for internal stakeholders, summarizing receivables, progress payments, and other relevant financial indicators
Maintain and archive all billing documentation, including contracts, change orders, and payment records
Support month-end and year-end close activities related to billing and accounts receivable
Collaborate with the finance team to ensure compliance with company policies, procedures, and client agreements
Keep informed of industry trends and best practices specific to construction billing and accounting

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

Aia billing specialist

We are looking for a skilled Billing Specialist to join our team in Pflugerville...

Location

United States , Pflugerville

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Minimum of 3–5 years of experience in construction subcontractor billing
Proficiency in preparing certified payroll reports and understanding of billing processes such as retainage and change orders
Familiarity with Texas lien laws and preliminary notice requirements is preferred
Experience with construction accounting software like ComputerEase or similar platforms
Advanced Excel skills and strong attention to detail
Excellent written and verbal communication abilities
Ability to manage multiple projects and maintain organization under tight deadlines
Comfortable working collaboratively in an office environment

Job Responsibility

Prepare and submit progress billings, including G702/G703 forms and time and material invoices, while tracking retainage, stored materials, and approved change orders
Maintain billing schedules to ensure timely submissions and coordinate percent-complete verification with project managers
Compile and review all necessary documentation for billing packages, such as lien waivers, certificates of insurance, and certified payroll reports
Manage change orders by promptly billing approved modifications and maintaining accurate contract value logs
Ensure compliance with prevailing wage regulations by preparing and submitting certified payroll documents
Monitor lien rights through Texas preliminary notices, track waiver requirements, and assist with lien filings when needed
Follow up on outstanding accounts receivable, communicate with contractors regarding payment status, and support leadership in improving days sales outstanding
Issue and track certificates of insurance, maintain compliance in vendor portals, and coordinate endorsements and renewals
Set up new jobs in accounting software, verify contract values, billing terms, tax status, and reconcile billed revenue with job cost reports
Provide audit support, recommend process improvements, and cross-train within the accounting department as necessary

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Project Accountant

Are you ready for a career opportunity that values your skills while offering gr...

Location

United States , Farmington

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Bachelor's degree and/or 2–3 years of relevant experience
Construction experience with exposure to AIA owner billings and reporting forecasts of project costs is highly preferred
Proficiency in MS Office Suite, and an Accounting software
Bachelor's degree in accounting, finance, or a related field, or 2-3 years of relevant experience
Prior experience in the construction industry, particularly with owner billing and cost reporting, is preferred
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel
Familiarity with accounting software
experience with construction industry-specific software is a plus
Strong understanding of billing functions, job costing, and AIA billing procedures
Excellent organizational skills and attention to detail to manage multiple tasks effectively

Job Responsibility

Contract Review and Project Setup
Owner Billings: Prepare monthly owner billings/requisitions and track progress to completion
Budget Collaboration: Partner with Project Managers to ensure budgets are accurately established
Cost Reporting: Manage the cost report process and provide assistance to Project Managers as needed
Accounting responsibilities under the Controller

What we offer

Competitive Salaries and Structured Bonus Program
Reimbursement for select gym and fitness memberships to support your well-being
Work-Life Balance: Leave early Fridays and Flexibility to work from home once earned
medical, vision, dental, and life and disability insurance
401(k) plan

Fulltime

Billing / Accounts Receivable Specialist

We are looking for a detail-oriented Billing / Accounts Receivable specialist to...

Location

United States , Burr Ridge

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

High school diploma required
Previous experience in accounts receivable, collections, billing, or a related accounting support function
Proficiency with Microsoft Excel and other Microsoft Office applications
Familiarity with accounting software and financial systems
SAP experience is a plus
Strong written and verbal communication skills with the ability to work effectively across departments and with customers
Solid organizational skills, attention to detail, and the ability to analyze account information accurately
Working knowledge of general math, cash activity, check processing, and core billing or receivables functions
Experience with construction accounting, lien waivers, AIA billing, and discrepancy resolution is preferred

Job Responsibility

Follow established accounts receivable workflows and maintain accurate processing standards across daily activities
Investigate account variances by gathering supporting documentation, reviewing records, and determining the source of discrepancies
Address unauthorized or incorrect deductions by applying defined resolution procedures and tracking outstanding items to closure
Communicate with customers regarding past-due balances and work toward timely payment through effective negotiation
Coordinate with teams such as order entry, finance, controllership, cash application, and billing to resolve account-related issues
Prepare and submit requests for cancellations, credits, and rebills when account corrections are needed
Manage dispute resolution activities and maintain clear documentation of actions taken on customer accounts
Complete billing-related documentation, including lien waiver and specialized customer billing submissions, in accordance with requirements
Safeguard sensitive financial information by handling records and communications with discretion and confidentiality

What we offer

Medical
Vision
Dental
Life insurance
Disability insurance
401(k) plan

Fulltime

Billing / Accounts Receivable

Location

United States , Burr Ridge

Salary:

24.00 - 26.00 USD / Hour

Robert Half

Expiration Date

Until further notice

Requirements

High school diploma required
Prior experience in accounts receivable, billing, collections, or a related accounting support role
Proficiency with Microsoft Excel, Microsoft Office, and accounting or financial software systems
SAP experience is a plus
Strong organizational skills with the ability to manage multiple account issues and deadlines effectively
Solid written and verbal communication skills for customer follow-up and internal coordination
Good math aptitude and the ability to review financial data with accuracy and attention to detail
Ability to analyze discrepancies, investigate supporting information, and assist with resolution of billing issues
Experience with construction accounting processes, including AIA billing and lien waivers, is preferred

Job Responsibility

Follow established accounts receivable workflows to process billing and collection activities accurately and consistently
Review account variances, gather supporting documentation, and research issues to determine the cause of disputed balances
Address improper deductions by applying internal resolution steps and coordinating next actions to clear outstanding items
Communicate with customers regarding overdue invoices and work toward timely payment arrangements on open receivables
Handle dispute resolution efforts while maintaining accuracy and confidentiality with sensitive financial information
Partner with teams such as order entry, finance, controllership, cash application, and billing to resolve account issues efficiently
Prepare and submit requests related to cancellations, credits, and invoice rebills as needed to correct customer accounts
Complete billing support documentation, including lien waiver and related customer billing requirements, in accordance with company procedures

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Fulltime

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Office Manager AIA Construction Billing

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