Project Billing Specialist

Altus Fire & Life Safety is a full-service fire and life safety services platform. We offer a complete suite of solutions, from the design, engineering, installation, and servicing of state-of-the-art fire and life safety systems to training, consulting, crisis management and business continuity services.

Cross Fire, part of the Altus Fire & Life Safety family of companies, located in Long Island City, NY is looking for a Project Billing Specialist to join our team! The Project Billing Specialist is responsible for the complete project billing cycle, including the preparation, review, and processing of invoices, while managing Accounts Receivable activities to ensure timely collections and accurate cash application. This position serves as the financial liaison between Project Management, Operations, Sales, and Finance to ensure billing accurately reflects project progress, labor, materials, change orders, service work, and contractual obligations. The ideal candidate possesses a strong understanding of construction billing, project accounting principles, AIA billing, and GAAP. Experience using NetSuite and ServiceTrade is strongly preferred, along with knowledge of the fire alarm, life safety, electrical, or specialty construction industry.

Salary Range: $32.00/hour - $40.00/hour

Responsibilities

Project Billing

• Prepare, review, and process project invoices utilizing NetSuite and ServiceTrade.
• Ensure invoices accurately reflect work completed, labor, materials, equipment, subcontractor costs, and approved change orders.
• Prepare progress billings, milestone billings, recurring service invoices, time and material billings, and contract billings.
• Prepare and manage AIA G702/G703 Applications for Payment, Schedule of Values, retainage, and other construction billing documentation.
• Review project documentation to ensure all billable work has been captured prior to invoicing.
• Collaborate with Project Managers and Operations to ensure billing aligns with project status, contract requirements, and customer expectations.
• Monitor work-in-progress (WIP) and assist in identifying billable work that has not yet been invoiced.
• Support revenue recognition by ensuring invoices are issued timely and accurately in accordance with GAAP and company policies.
• Assist in resolving billing discrepancies, customer inquiries, and invoice revisions.

Accounts Receivable

• Manage the Accounts Receivable portfolio and monitor aging reports.
• Follow up on outstanding invoices to ensure timely collection of payments.
• Apply customer payments accurately and reconcile customer accounts.
• Research and resolve payment discrepancies, short pays, deductions, and disputed invoices.
• Prepare customer account reconciliations and statements.
• Partner with customers and internal departments to resolve billing and payment issues efficiently.
• Escalate delinquent accounts as appropriate while maintaining positive customer relationships.
• Assist with month-end Accounts Receivable reconciliations and reporting.

Financial & Operational Support

• Maintain accurate billing records and supporting documentation.
• Ensure compliance with contract terms, customer billing requirements, and company policies.
• Assist with monthly financial close activities related to project billing and Accounts Receivable.
• Analyze billing trends and recommend process improvements to increase efficiency and accuracy.
• Maintain strong working relationships with Project Managers, Sales, Service, Operations, and Finance.
• Support continuous improvement initiatives involving NetSuite, ServiceTrade, and billing workflows.

Skills & Qualifications

Required

• Minimum of five (5) years of experience in project billing, construction billing, or Accounts Receivable within a project-based environment.
• Experience utilizing NetSuite ERP.
• Experience using ServiceTrade or similar field service management software.
• Working knowledge of Generally Accepted Accounting Principles (GAAP).
• Knowledge of AIA billing, progress billing, Schedule of Values, retainage, and construction invoicing.
• Understanding of project accounting concepts and job costing.
• Strong analytical, organizational, and problem-solving skills.
• Advanced proficiency in Microsoft Excel.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities while meeting strict deadlines.

Preferred

• Bachelor's degree in Accounting, Finance, Business Administration, Construction Management, or a related field preferred. Equivalent experience will be considered.
• Experience in the Fire Alarm, Life Safety, Security, Electrical, Mechanical, or Specialty Construction industry.
• Experience with New York City public and private construction projects.
• Knowledge of union construction environments and certified payroll processes.