Construction Billing & Office Administrator

We are seeking a reliable, organized, and detail-oriented professional to join our team in a construction office administration role. The ideal candidate will have experience with construction billing, AIA requisitions, vendor invoices, COIs, W-9s, change orders, and payroll, along with excellent communication and organizational skills.

Key Responsibilities

Prepare and submit monthly AIA requisitions and construction project billing accurately and on time.

Understand that each construction project has its own billing requirements and submission deadlines, and ensure billing is completed accordingly.

Prepare and process change orders for additional work requested or required on projects, including documenting the scope of work, pricing, and obtaining appropriate approvals.

Review project documentation and invoices to ensure billing is accurate and complete.

Review vendor invoices and verify that pricing, quantities, and applicable charges are correct.

Verify tax-exempt purchases and ensure sales slips/invoices do not include sales tax when the job is tax exempt.

Request, collect, review, and maintain Certificates of Insurance (COIs) from vendors and subcontractors.

Request and maintain current W-9 forms for vendors and subcontractors.

Follow up with vendors and subcontractors when required documentation is missing, expired, or incomplete.

Handle and submit payroll information to Paychex accurately and on schedule.

Answer incoming phone calls professionally and communicate clearly with customers, vendors, subcontractors, and other contacts.

Take accurate and organized notes and follow up on important information.

Maintain organized project and administrative records.

Communicate professionally and effectively with project managers, vendors, subcontractors, and clients.

Qualifications

Previous construction industry experience required.

Experience with AIA billing/requisitions and monthly construction billing strongly preferred.

Experience preparing and processing construction change orders for additional work.

Experience reviewing vendor invoices and verifying pricing.

Experience requesting and maintaining COIs and W-9s.

Understanding of sales tax and tax-exempt construction jobs.

Previous payroll experience, including submitting payroll through Paychex.

Excellent verbal and written communication skills.

Professional and confident telephone manner.

Strong attention to detail and accuracy.

Ability to stay organized, meet deadlines, and manage multiple projects with different billing requirements.

Ability to listen carefully, take detailed notes, and follow instructions.

Must be dependable, responsible, and able to work independently.

Benefits

Paid Holidays

Paid Vacation Time

Medical Insurance Offered

Competitive compensation based on experience

Opportunity to become an important part of a professional construction team

If you have construction office experience, understand AIA billing, and are comfortable handling billing, invoices, change orders, payroll, COIs, W-9s, and daily communication, we would like to hear from you.