The Billing & Office Coordinator is responsible for completing accurate and timely billing for Renda Building Company and Renda Electric while supporting the daily administrative needs of the Renda Group office.
This position serves as a central point of communication for customers, vendors, and visitors. The ideal candidate is organized, professional, detail-oriented, and comfortable following up with project managers and field personnel to obtain the information needed to complete billing.
Success in this position requires more than entering information. The Billing & Office Coordinator must identify missing documentation, question inconsistencies, follow billing items through completion, and help ensure completed work is billed promptly and accurately.
Essential Job Responsibilities
Billing and Project Administration
- Prepare and process monthly customer billing for Renda Building Company and Renda Electric.
- Review project information, contracts, proposals, schedules of values, change orders, purchase orders, and supporting documentation before invoicing.
- Work with project managers and other team members to determine the amount of work completed and ready to bill.
- Prepare progress billings, time-and-material invoices, contract invoices, and other customer billing as required.
- Enter invoices and billing information accurately into the company’s accounting and project-management systems.
- Confirm billing agrees with contract terms, approved change orders, and completed work.
- Maintain billing schedules and track each project’s billing status.
- Monitor unbilled work and follow up on projects that have not been billed as expected.
- Identify missing approvals, documentation, job information, or change orders that could delay billing.
- Submit invoices through customer portals, email, or other required systems.
- Prepare and collect supporting documents such as lien waivers, sworn statements, timesheets, material documentation, and customer-required billing forms.
- Maintain organized electronic and physical billing records.
- Respond to customer questions regarding invoices and provide requested supporting documentation.
- Assist with invoice corrections, rejected billings, and resubmissions.
- Coordinate with accounting regarding payments, outstanding receivables, retainage, and billing discrepancies.
- Assist management with monthly billing reports, work-in-progress information, and project closeout documentation.
- Maintain confidentiality of company, customer, employee, and financial information.
Reception and Office Support
- Answer and route incoming telephone calls professionally.
- Greet visitors, customers, vendors, applicants, and employees.
- Receive, sort, and distribute mail and deliveries.
- Maintain an organized and professional reception and common-office area.
- Perform additional administrative and accounting-support duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Associate degree in accounting, business administration, or a related field preferred.
- Previous billing, accounting, office administration, or construction-industry experience preferred.
- Experience with construction progress billing, schedules of values, retainage, change orders, lien waivers, or AIA-style billing is strongly preferred.
- Proficiency with Microsoft Excel, Word, Outlook, and electronic document-management systems.
- Experience with accounting or construction-management software is preferred.
- Strong written and verbal communication skills.
- Ability to communicate professionally with customers, vendors, field employees, project managers, and company leadership.
Skills and Competencies
- High level of accuracy and attention to detail.
- Strong organizational and time-management skills.
- Ability to manage billing for multiple companies and projects with competing deadlines.
- Willingness to follow up persistently when information is missing.
- Ability to recognize incomplete, inconsistent, or unusual billing information.
- Strong sense of ownership and personal accountability.
- Ability to work independently while keeping management informed.
- Professional, dependable, and service-oriented demeanor.
- Ability to learn company procedures and apply them consistently.
- Sound judgment when handling confidential or sensitive information.
- Ability to prioritize responsibilities and shift between billing and office-support needs.
Physical and Work Requirements
- Ability to work in a professional office environment.
- Ability to sit and work at a computer for extended periods.
- Ability to communicate by telephone, email, and in person.
- Ability to occasionally lift and carry office materials weighing up to 25 pounds.
Renda Group is an equal opportunity employer and considers applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.
Renda Groups offers:
