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Construction Contract and Client Billing Administrator

Neelz Contracting

Construction Contract and Client Billing Administrator

Jupiter, FL
Full Time
Paid
  • Responsibilities

    Job Description

    Job Description

    Construction Contract and Billing Administrator

    High end residential general contractor is seeking an exceptional and experienced Contract and Client Billing Administrator to lead all aspects of contract preparation, and client accounts receivable. This position will require significant experience in AIA Billing. Please do not apply if you do not have a minimum of 5 years of experience with AIA billing for a prime contractor.

    Candidates must demonstrate they have significant experience interfacing with leadership in all aspects of contract preparation, change order billing, client invoicing, and project budget tracking/reporting.

    Position requirements include, but are not limited to:

    Contracts:

    • Assists Legal in keeping company contracts up to date.
    • Forwards contracts to client for execution and addresses any questions or concerns.
    • Forwards all subcontractor contracts to the selected subcontractors with project information and contacts.
    • Requests and manages all subcontractor licenses, W9’s, and COIs and ensures they are kept current during the lifecycle of the project.
    • Reviews and sends all Letters of Intent for pre-construction work, as directed.
    • Manages client’s physical and digital project folders to ensure current and accurate.
    • Prepares client expense worksheets for client close outs and billing.
    • Provides administrative support to Preconstruction Management as may be requested from time to time.

    AIA Billing and Client Accounts Receivable:

    · Responsible for preparing all client billing utilizing AIA billing documents (G702 and G703) to ensure progress invoicing is accurate and on schedule, and payments are received from clients in a timely manner. This includes permit fee schedules, change order billing, etc.

    · Creates invoices, and backup documents if required, and forwards to client for payment. Provides payment receipts to clients for paid invoices.

    · Collects payments from clients, deposits in designated business account, and accurately records in QuickBooks.

    · Informs clients of any past due or upcoming payment deadlines. Addresses and resolves any client questions or concerns regarding invoicing. Must be able to professionally and effectively answer client billing questions with the utmost patience and client-centered mindset.

    · Updates and maintains T&M Worksheets and budgets for Cost Plus clients and prepares monthly reconciliations.

    · Oversees client expense reports to accurately reflect project profits and losses and provides reporting to President and Vice President.

    Required Qualifications:

    · Demonstrated minimum 5-7 years leadership experience in construction AIA billing and contract administration. References to this effect are required.

    · Working knowledge of construction finance, billing procedures and analysis of project financial data.

    · Experience working with Project Management Division in obtaining client billing and change order information for invoicing.

    · Advanced experience in all aspects of QuickBooks on-line, including but not limited to, accounts receivable, job costing and expense tracking. A proficiency test will be given.

    Advanced knowledge of Excel, Microsoft Office, Adobe required.

    · Notary Public – State of Florida. If notary currently not held, candidate must be able to obtain at the company’s expense.

    · Preference will be given to candidates who possess the above experience in the high-end, residential general contractor arena.

    · Preference will be given to candidates having experience with construction management software (i.e. Buildertrend, Procore).

    · Exceptional written and verbal communication, and organizational skills required.

    · Must be able to professionally, patiently and appropriately navigate challenging clients and situations as they arise.

    Salary: Dependent upon experience.