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Commercial Roofing Billing Admin Assistant

Location: Halethorpe, MD
In-Office Monday–Friday | 8:00 AM–4:00 PM
Base Salary: $65,000–$75,000 + Bonus & Full Benefits

A commercial construction and roofing contractor is seeking a highly organized Commercial Roofing Billing Admin Assistant to support its busy service and maintenance division.

This position will focus heavily on invoicing, billing, accounts receivable, collections, customer account management, and work order reconciliation, while also providing administrative support to the service team.

The ideal candidate will have experience working in construction, roofing, service, or a similar fast-paced environment and will be comfortable managing customer billing requirements, resolving invoice discrepancies, following up on outstanding receivables, and ensuring completed service work is billed accurately and promptly.

Responsibilities

• Prepare, review, and process invoices for completed service and maintenance work orders.
• Ensure invoices comply with customer-specific billing requirements, purchase orders, contracts, rate sheets, and supporting documentation.
• Manage accounts receivable and collections, including following up with customers regarding outstanding and past-due invoices.
• Research and resolve invoice discrepancies, short payments, billing disputes, and rejected invoices.
• Maintain accurate aging reports and communicate collection concerns or delinquent accounts to departmental leadership.
• Manage customer billing portals and ensure invoices, supporting documentation, lien waivers, and other required paperwork are submitted correctly.
• Review technician field notes, labor hours, materials, photos, and work order documentation prior to invoicing.
• Follow up with technicians or service personnel when documentation is incomplete or additional information is required for billing.
• Reconcile completed work orders to ensure all billable labor, materials, subcontractor costs, and additional charges are captured.
• Review customer contracts and service agreements to verify proper billing terms and requirements.
• Process required lien waivers, billing forms, and contract-related documentation.
• Identify completed work requiring additional quotes, proposals, or change orders and coordinate with the Service Manager.
• Maintain accurate customer account records, payment information, billing contacts, and contract documentation.
• Generate reports related to invoicing, accounts receivable, outstanding balances, work orders, and service department financial activity.
• Assist with monthly account reconciliation and service department reporting.
• Communicate professionally with customers regarding invoices, account balances, billing questions, and payment status.
• Provide administrative support with work order entry, customer communication, and service coordination as needed.
• Coordinate with service leadership, technicians, subcontractors, and customers to ensure work orders move efficiently from completion through final billing and payment.
• Assist leadership with improving billing, collection, and administrative processes to increase accuracy and cash flow.

Skills & Qualifications

• 2–5+ years of experience in billing, accounts receivable, collections, accounting administration, or service administration, preferably within commercial roofing, construction, HVAC, mechanical, facilities, or a similar industry.
• Hands-on experience with invoicing, billing, accounts receivable, and collections.
• Strong understanding of basic accounting principles.
• Experience reviewing contracts, purchase orders, billing requirements, and supporting documentation.
• Experience working with customer billing portals is strongly preferred.
• Strong attention to detail and a high level of accuracy.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, along with CRM, accounting, or service-management software.
• Ability to research and resolve billing discrepancies independently.
• Familiarity with commercial roofing terminology and service operations is a plus.
• Ability to work independently while collaborating closely with accounting, service, and operations teams.
• Strong problem-solving skills and a commitment to improving processes and operational efficiency.

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