Construction Billing & Administrative Assistant

Job Description
About Us:

USA SiteWorx is a leading provider of grading, site work, and construction services. We are looking for a detail-oriented and highly organized Construction Billing & Administrative Assistant to join our team. If you thrive in a fast-paced environment and have a strong background in construction billing and financial management, we want to hear from you!

Job Overview:

The Construction Billing & Administrative Assistant will play a vital role in managing billing operations and financial documentation for construction projects. Working closely with the Accounts Receivable team, this individual ensures accurate invoicing, maintains financial records, and tracks project estimates, purchase orders (POs), and change requests. This role requires strong attention to detail, organizational skills, and proficiency in QuickBooks. Prior experience in construction billing-especially in custom residential building, grading, or site work-is highly preferred.

Requirements

Key Responsibilities:
Billing & Accounts Receivable:

• Prepare, process, and track progress billings, final invoices, and project estimates in alignment with contract terms and project budgets.

• Monitor billing cycles to ensure timely submission and collection of payments.

• Collaborate with contractors to manage purchase orders related to extra work or changes in scope.

• Track and reconcile billing items, including approved POs, timesheets, and change requests.

• Maintain accurate documentation of billing correspondence and payment follow-ups.

• Monitor A/R aging reports and follow up on outstanding balances to ensure timely collection.

• Generate billing summaries and A/R trend reports for management review.

• Utilize QuickBooks to process transactions, run reports, and maintain project financials.

• Assist in month-end close processes, including account reconciliations and financial reporting.

Project Coordination & Administrative Support:

• Support estimators and project managers with job cost reporting and project tracking.

• Maintain contractor files, including contracts, Certificates of Insurance (COIs), and lien releases.

• Ensure adherence to financial, regulatory, and contract compliance standards.

• Organize and maintain financial and administrative documents in both digital and physical formats.

• Assist with daily office tasks such as data entry, document tracking, and internal communications.

• Contribute to process improvement and cross-departmental coordination to enhance billing efficiency.

The above statements are intended to describe the general nature and level of work being performed by persons assigned this classification. They are not to be construed as an exhaustive list of all job duties performed.
Qualifications & Skills:

• 2+ years of experience in a construction office setting, focusing on billing, receivables, or administrative coordination.

• Proficient in QuickBooks, Microsoft Office Suite (Excel, Word, Outlook), and project management software.

• Strong understanding of construction billing, job costing, and related terminology.

• Background in custom building, residential construction, grading, or site work is a plus.

• Excellent time-management and multitasking abilities with sharp attention to detail.

• Strong written and verbal communication skills.

• Self-motivated with the ability to work independently or as part of a collaborative team.

• Bilingual (English/Spanish) is a plus.

Physical Requirements:

• Prolonged periods of sitting, typing, and working on a computer.

• Frequent handling of documents and office materials.

• Ability to clearly view screens and printed materials and hear/respond to communications.

• Occasional standing, bending, reaching, and lifting (up to 25 lbs).

• Comfortable handling multiple priorities during peak billing cycles.

Upon offer, employees will be required to subject and pass a pre-employment drug screen and background check.

Benefits

• Competitive compensation based on experience.

• Health, dental, and vision insurance.

• 401K Retirement savings plan with generous company match.

• Paid time off and holidays.

• Opportunities for professional development and advancement.

USA SiteWorx is proud to operate as a drug-free workplace and an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.