Executive Billing Administrator Jobs (NOW HIRING)

Jaxon Construction, Inc.
Location: Bixby/Tulsa, Oklahoma
Job Type: Full-time
Compensation: $23–$29 per hour, based on experience
Schedule: Monday–Friday

About the Position

Jaxon Construction, Inc. is an SBA 8(a)-certified federal construction contractor specializing in government, military, roofing, exterior construction, facility renovation, and historic-preservation projects throughout the United States.

We are seeking a highly organized and detail-oriented Federal Construction Billing & Contract Administrator to manage project invoicing, receivables, certified payroll, contract documentation, and project closeout.

This position is critical to ensuring that completed work is properly documented, billed promptly, collected, and successfully closed out. The right candidate understands that construction billing requires more than preparing an invoice—it requires verifying contract requirements, gathering supporting documentation, tracking approvals, and following each payment through collection.

Primary Responsibilities

Project Billing and Receivables

• Prepare and submit accurate progress-payment applications
• Coordinate with project managers and superintendents to verify completed work
• Maintain project schedules of values and billing records
• Collect required supporting documentation before submitting invoices
• Track submitted, approved, rejected, disputed, and paid invoices
• Maintain an accounts-receivable aging report
• Follow up regularly with government representatives and payment offices
• Track retainage, final payments, change orders, and outstanding receivables
• Identify billing delays and immediately notify company leadership
• Reconcile billed amounts, payments received, and remaining contract balances

Certified Payroll and Labor Compliance

• Prepare, review, and submit weekly certified payroll reports
• Verify employee classifications, hours, wage rates, fringe benefits, and deductions
• Confirm compliance with applicable Davis-Bacon wage determinations
• Collect and review certified payroll from subcontractors
• Identify missing, late, or inaccurate payroll information
• Maintain organized payroll documentation for government review and audits
• Coordinate corrections with payroll personnel, project managers, and subcontractors

Contract Administration

• Maintain complete electronic files for every project
• Track contract values, modifications, notices to proceed, completion dates, and liquidated-damages provisions
• Maintain logs for submittals, RFIs, change orders, invoices, correspondence, and closeout documents
• Monitor administrative deadlines and required government submissions
• Ensure documents are properly named, filed, and easily retrievable
• Assist with subcontractor agreements, purchase orders, bonds, insurance certificates, lien releases, and vendor documentation
• Confirm that administrative requirements are satisfied before work is billed

Project Closeout

• Develop and maintain a closeout checklist for every project
• Collect warranties, O&M manuals, as-built information, final payrolls, lien releases, inspection records, photographs, training documentation, and other required deliverables
• Coordinate punch-list and final-inspection documentation
• Submit complete closeout packages
• Track government review and correction requests
• Follow each project through acceptance, final invoicing, retainage release, and final payment
• Maintain a list of completed projects with unresolved closeout or payment items

Reporting and Coordination

• Prepare a weekly billing and receivables report for company leadership
• Report amounts billed, collected, earned but unbilled, retained, disputed, and past due
• Participate in weekly project and cash-flow meetings
• Coordinate closely with project managers, field leadership, payroll, accounting, and company executives
• Help maintain the company’s 13-week cash-flow forecast by providing reliable billing and collection information
• Escalate missing documentation or delayed approvals before they affect payment

Required Qualifications

• At least three years of experience in construction billing, contract administration, accounts receivable, certified payroll, or project accounting
• Experience preparing progress billings or payment applications
• Strong knowledge of Microsoft Excel, Word, email, and electronic document-management systems
• Ability to review detailed contracts and follow written billing requirements
• Excellent attention to detail and ability to manage multiple deadlines
• Strong written and verbal communication skills
• Ability to follow up firmly and professionally on missing documents and overdue payments
• Ability to protect confidential payroll, financial, employee, and contract information
• Ability to pass a background screening

Preferred Qualifications

• Federal or military construction experience
• Experience with Davis-Bacon wages and certified payroll
• Experience with government invoicing or payment systems
• Familiarity with USACE, DOD, Air Force, Navy, NPS, GSA, BOP, Forest Service, or other federal agencies
• Experience with AIA-style progress billing, schedules of values, retainage, change orders, and closeout
• Experience reviewing subcontractor payroll and compliance documentation
• Construction accounting or bookkeeping experience
• Familiarity with QuickBooks and project-management software

The Person We Are Looking For

The successful candidate:

• Is highly organized and notices missing information
• Follows invoices through payment instead of considering the work complete after submission
• Is comfortable holding project managers and subcontractors accountable for documentation
• Communicates professionally with government representatives
• Can manage several projects and deadlines simultaneously
• Understands the importance of cash flow, accuracy, confidentiality, and timely reporting
• Takes ownership and resolves problems without waiting for repeated instructions
• Operates with honesty, integrity, accountability, and respect

How to Apply

Please submit a résumé describing your experience with:

• Construction progress billing
• Accounts receivable and collections
• Certified payroll and Davis-Bacon compliance
• Federal or public construction contracts
• Project documentation and closeout
• Construction accounting or project-management systems

Selected candidates may be asked to complete a short practical exercise involving a payment application, certified-payroll review, receivables report, and project closeout checklist.

Jaxon Construction, Inc. is an equal opportunity employer.

Jaxon Construction has a proven track record of excellence in federal contracting, specializing in roofing, historic preservation,
and technical installations. We deliver on time, within budget, and with unmatched professionalism, consistently meeting the highest standards of quality and compliance.

Our expertise includes re-roofing operational facilities, installing advanced lightning protection systems with SPRAT-certified technicians, and restoring historic landmarks with attention to detail and craftsmanship. Backed by a skilled team, certified personnel, and a nationwide network of subcontractors, Jaxon Construction is equipped to handle projects of any size or complexity.

:Agencies We’ve Proudly Served
 U.S. Army Corps of Engineers (USACE)
 Department of Defense (Air Force and Army)
 National Park Service (NPS)
 USDA Forest Service
 Department of the Interior (DOI)
 Federal Aviation Administration (FAA)

Jaxon Construction Inc and its associates are Nationwide Federal Experts.
As an 8(a)-certified contractor with a proven ability to mobilize anywhere in the U.S. We bring a skilled team, a reliable nationwide subcontractor network, and extensive federal experience to deliver high-quality, compliant results for every project, no matter the location.