AIA Billing Specialist

Job Description

AIA Billing Specialist

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We are hiring a detail-driven AIA Billing Specialist to own the contracts, billing, bonding, and documentation operations of an active and growing commercial construction organization.

This is not a general administrative role. We are specifically looking for someone who has worked remotely with a U.S.-based general contractor or commercial construction company and has direct, hands-on experience with AIA billing, Schedule of Values (SOV), and construction bonding processes.

If you have supported commercial construction projects end-to-end—managing AIA payment applications, tracking retainage, coordinating bonds, and maintaining accurate project documentation—this role was built for you.

You will serve as the operational backbone that keeps contracts, billing, and project administration running accurately and on time across multiple active projects.

Responsibilities

Contracts & Bonding Management

• Review, organize, and manage commercial construction contracts throughout the full project lifecycle.
• Coordinate bid bonds, performance bonds, and maintenance bonds for commercial projects.
• Prepare and submit bonding documentation accurately and within required timelines.
• Communicate with bonding companies, municipalities, and general contractors regarding project requirements.
• Track contract documentation and ensure compliance with contractual obligations.

AIA Billing & Project Administration

• Prepare and submit AIA billing packages (G702/G703) for commercial construction projects.
• Maintain and update Schedule of Values (SOV) documentation across active projects.
• Track retainage and monitor project payment milestones.
• Ensure billing submissions are completed accurately and submitted on time.
• Proactively identify and flag billing or payment issues before they impact project cash flow.

Project Systems & Documentation

• Maintain project records, schedules, milestones, and documentation within Buildertrend or similar construction management platforms.
• Ensure all project information is organized, accurate, and up to date.
• Maintain CRM and project management system data integrity across active and completed projects.
• Support leadership reporting and project visibility initiatives.

Administrative & Communication Support

• Manage inbound and outbound communications with clients, contractors, vendors, and project stakeholders.
• Support pre-construction and pre-sales administrative activities.
• Organize project documentation, contracts, permits, and supporting records.
• Participate in weekly project meetings and provide status updates on assigned responsibilities.

What Makes You a Strong Fit

• You have direct experience supporting commercial construction projects in the United States.
• You understand construction contracts, billing processes, and bonding requirements.
• You thrive in structured, deadline-driven environments.
• You proactively identify issues before they become project delays.
• You are highly organized and can manage multiple projects simultaneously.
• You work independently and require minimal supervision.

Required Experience & Skills

Must-Have

• Prior remote work experience supporting a U.S.-based general contractor or commercial construction company.
• Proven hands-on experience with AIA billing, G702/G703 payment applications, and Schedule of Values (SOV).
• Strong understanding of construction bonding, including bid bonds, performance bonds, and maintenance bonds.
• Experience tracking retainage and managing construction-related billing documentation.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent written and verbal English communication skills.
• Exceptional organizational skills and ability to manage multiple projects simultaneously.
• High attention to detail and accuracy when handling financial and contractual documentation.

Nice-to-Have

• Experience with Buildertrend or similar construction project management software.
• Background in commercial construction, landscaping, or trades-related industries.
• Basic accounting or bookkeeping experience within a construction environment.
• Familiarity with construction financial reporting and payment tracking processes.
• Experience with CRM platforms and project tracking systems.

What Does a Typical Day Look Like?

You begin your day by reviewing active project billing statuses and identifying upcoming AIA submission deadlines. You prepare and review G702/G703 payment applications, update Schedule of Values documentation, and track retainage across multiple projects.

Throughout the day, you coordinate with bonding companies, municipalities, contractors, and vendors to ensure documentation requirements are met. You update project records in Buildertrend, maintain contract compliance, and support leadership with project reporting.

By the end of the day, you review project tracking logs, ensure documentation accuracy, and prepare updates for upcoming project meetings.

In short, you keep the financial and administrative engine of a busy commercial construction operation running smoothly and efficiently.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of AIA billing submissions.
• Successful coordination of bonding documentation within required deadlines.
• Accuracy and completeness of project records and CRM data.
• Reduction in billing delays and payment issues.
• Consistent adherence to project deadlines and documentation standards.

Interview Process

1. Initial Phone Screen
2. Client Interview
3. Offer Stage

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