AIA Billing Specialist

Role overview

We are looking for a meticulous AIA Billing Specialist to manage contracts, billing, bonding, and documentation for an active commercial construction business that is growing quickly. This is a specialized operations role, not a general admin position. The right candidate will already have remote experience supporting a U.S.-based general contractor or commercial construction firm and must be comfortable handling AIA billing, Schedule of Values (SOV), and construction bonding work end to end.

In this position, you will help keep project administration, billing, and contract processes accurate and moving on schedule across several live projects.

Contracts and bonding

• Handle the review, organization, and ongoing management of commercial construction contracts from start to finish.
• Arrange bid bonds, performance bonds, and maintenance bonds for commercial jobs.
• Prepare bonding paperwork and submit it accurately within the required timelines.
• Coordinate with bonding providers, municipalities, and general contractors on project-specific requirements.
• Monitor contract records and make sure obligations under the agreement are being met.

AIA billing and project administration

• Prepare and submit AIA billing packages, including G702 and G703 forms, for commercial construction projects.
• Keep Schedule of Values documentation current across active projects.
• Track retainage and follow payment milestones throughout each project.
• Ensure billing documents are accurate and submitted on time.
• Spot billing or payment issues early so they do not affect project cash flow.

Systems and documentation

• Maintain project schedules, records, milestones, and documents in Buildertrend or a similar construction management system.
• Keep project information organized, current, and accurate at all times.
• Protect data quality in CRM and project management tools across both active and completed work.
• Assist leadership with reporting and project visibility efforts.

Administrative and communication support

• Manage incoming and outgoing communication with clients, contractors, vendors, and other project stakeholders.
• Support pre-construction and pre-sales administrative tasks.
• Organize project files, contracts, permits, and supporting records.
• Join weekly project meetings and share status updates on assigned work.

Fit for the role

This role is best suited to someone who has direct U.S. commercial construction support experience, understands construction contracts, billing, and bonding, and works well in a structured, deadline-focused setting. You should be someone who notices problems early, stays highly organized, and can manage several projects at the same time while working independently with little supervision.

Required experience and skills

• Remote experience supporting a U.S.-based general contractor or commercial construction company is required.
• Hands-on experience with AIA billing, G702/G703 payment applications, and Schedule of Values is required.
• Strong knowledge of construction bonding, including bid bonds, performance bonds, and maintenance bonds, is required.
• Experience tracking retainage and handling construction billing documents is required.
• Strong skills in Microsoft Excel and Microsoft Office are required.
• Excellent spoken and written English communication skills are required.
• Strong organization and the ability to manage several projects at once are required.
• High precision and attention to detail when working with financial and contract records are required.

Preferred experience

• Experience using Buildertrend or another construction project management platform is preferred.
• Exposure to commercial construction, landscaping, or trade-related industries is preferred.
• Basic accounting or bookkeeping experience in a construction setting is preferred.
• Familiarity with construction financial reporting and payment tracking is preferred.
• Experience with CRM systems and project tracking tools is preferred.

Typical day

A normal day starts with reviewing active billing progress and checking for upcoming AIA submission deadlines. You may prepare and review G702/G703 payment applications, update SOV files, and monitor retainage across multiple projects.

During the day, you coordinate with bonding companies, municipalities, contractors, and vendors to make sure documentation requirements are satisfied. You also update records in Buildertrend, keep contract compliance on track, and support leadership with project reporting.

Before the day ends, you review tracking logs, confirm documentation accuracy, and prepare updates for upcoming project meetings. In short, you help keep the financial and administrative side of a busy commercial construction operation running smoothly.

Performance expectations

• Billing submissions should be accurate and delivered on time.
• Bonding documents should be coordinated successfully within required deadlines.
• Project records and CRM data should remain complete and accurate.
• Billing delays and payment issues should be minimized.
• Project deadlines and documentation standards should be consistently met.

Interview process

• Initial phone screen
• Client interview
• Offer stage

Working arrangement

This is a full-time remote role with working hours aligned to U.S. business hours.