Construction Billing & Administrative Assistant

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.

• 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.

• 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.

• 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.