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Construction Billing & Administrative Assistant

USA SiteWorx

Fort Myers, FL

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JOB DETAILS
SKILLS
Accounting Close, Accounts Receivable, Administrative Skills, Administrator Documentation, Billing, Billing Records, Budgeting, Change Requests/Orders, Communication Skills, Construction, Construction Projects, Cost Reporting, Data Entry, Dental Insurance, Detail Oriented, Diversity, Documentation, English Language, File Maintenance, Financial Administration, Financial Management, Financial Projections, Financial Regulations, Financial Reporting, Intuit Quickbooks, Liens, Lift/Move 25 Pounds, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multilingual, Multitasking, Operations Management, Organizational Skills, Physical Demands, Presentation/Verbal Skills, Process Improvement, Project Estimates, Project Management Software, Project Tracking, Project/Program Coordination, Purchase Orders, Record Keeping, Regulatory Compliance, Residential Construction, Spanish Language, Team Player, Time Management, Transaction Processing/Management, Trend Analysis, Typing, Vision Plan, Writing Skills
LOCATION
Fort Myers, FL
POSTED
1 day ago
Job Description
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-pacedenvironment 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, andproject estimates in alignment with contract terms and project budgets.
  • Monitor billing cycles to ensure timely submission and collection ofpayments.
  • Collaborate with contractors to manage purchase orders related toextra work or changes in scope.
  • Track and reconcile billing items, including approved POs,timesheets, and change requests.
  • Maintain accurate documentation of billing correspondence andpayment follow-ups.
  • Monitor A/R aging reports and follow up on outstanding balances toensure timely collection.
  • Generate billing summaries and A/R trend reports for managementreview.
  • Utilize QuickBooks to process transactions, run reports, andmaintain project financials.
  • Assist in month-end close processes, including accountreconciliations and financial reporting.
Project Coordination & Administrative Support:
  • Support estimators and project managers with job cost reporting andproject tracking.
  • Maintain contractor files, including contracts, Certificates ofInsurance (COIs), and lien releases.
  • Ensure adherence to financial, regulatory, and contract compliancestandards.
  • Organize and maintain financial and administrative documents in bothdigital and physical formats.
  • Assist with daily office tasks such as data entry, documenttracking, and internal communications.
  • Contribute to process improvement and cross-departmentalcoordination to enhance billing efficiency.
The above statements are intended to describe the general nature and level of work being performed by persons assigned this classification. They are not to be construed as an exhaustive list of all job duties performed.
Qualifications & Skills:
  • 2+ years of experience in a construction office setting, focusing onbilling, receivables, or administrative coordination.
  • Proficient in QuickBooks, Microsoft Office Suite (Excel, Word,Outlook), and project management software.
  • Strong understanding of construction billing, job costing, andrelated terminology.
  • Background in custom building, residential construction, grading, orsite work is a plus.
  • Excellent time-management and multitasking abilities with sharpattention to detail.
  • Strong written and verbal communication skills.
  • Self-motivated with the ability to work independently or as part ofa collaborative team.
  • Bilingual (English/Spanish) is a plus.
Physical Requirements:
  • 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 andhear/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
  • Competitivecompensation based on experience.
  • Health,dental, and vision insurance.
  • 401KRetirement savings plan with generous company match.
  • Paidtime off and holidays.
  • Opportunitiesfor 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.

About the Company

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USA SiteWorx

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