A/R & AIA Billing Specialist
Location: Farmingdale, NY
Job Type: Full-Time | On-Site | Permanent
Industry: Commercial HVAC / Mechanical Contracting
Salary: $75,000–$90,000
Position Overview
We are seeking an experienced A/R & AIA Billing Specialist to join our growing commercial HVAC and mechanical contracting team in Farmingdale, NY. This role is responsible for managing the complete accounts receivable and project billing process, including AIA billing, progress invoicing, collections, cash applications, and customer account management. The ideal candidate has experience in construction, HVAC, mechanical contracting, or another project-based environment and understands the importance of accurate contract billing, project milestones, retainage, and timely collections. This position works closely with Project Managers, Accounting, and Operations to ensure billing accuracy, contract compliance, and strong cash flow management.
Responsibilities
- Manage the full accounts receivable cycle from project billing and invoicing through payment collection.
- Prepare, process, and submit AIA billing applications, including G702 and G703 forms.
- Generate and maintain accurate progress billings for commercial construction and HVAC projects.
- Review contracts, schedules of values, and project milestones to ensure billing aligns with contract requirements.
- Process customer invoices for service, maintenance, and construction projects.
- Track project receivables, retainage, change orders, and outstanding balances.
- Apply customer payments, including ACH, wire transfers, and checks, to customer accounts.
- Monitor AR aging reports and proactively follow up on past-due accounts.
- Communicate with customers regarding invoices, payment status, billing questions, and collections.
- Reconcile customer accounts and resolve billing discrepancies promptly.
- Partner with Project Managers to collect required documentation and maintain accurate project billing records.
- Maintain customer files, contracts, lien waivers, AIA documents, and supporting billing documentation.
- Assist with monthly billing reconciliations, month-end closing activities, and financial reporting.
- Prepare AR reports and provide updates on outstanding receivables.
- Maintain organized electronic and physical accounting records.
- Support audits and complete additional accounting responsibilities as needed.
Qualifications
- 3+ years of accounts receivable, billing, or construction accounting experience.
- Experience with AIA billing applications, including G702/G703 forms.
- Background in HVAC, construction, mechanical contracting, or another project-based industry strongly preferred.
- Knowledge of progress billing, contract billing, retainage, and collections processes.
- Experience with customer account reconciliation and cash application.
- Strong understanding of accounting principles and billing procedures.
- Advanced proficiency in Microsoft Excel; VLOOKUPs, Pivot Tables, and reporting experience preferred.
- Experience with ERP/accounting systems such as Sage 100, Sage 300, Vista, Foundation, QuickBooks, COINS, or similar platforms.
- Strong attention to detail, organization, and ability to manage multiple deadlines.
- Excellent communication, customer service, and problem-solving skills.
Why Join Us
Join a growing commercial HVAC and mechanical contracting organization where your expertise in A/R, AIA billing, and project accounting will directly support successful project execution and company growth.
Pay: $75,000.00 - $90,000.00 per year
Work Location: In person
