Job Description
Company Overview
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VIP Systems is a South Florida-based Low Voltage systems integrator specializing in the design and deployment of critical technology infrastructure for luxury high-rise and large-scale residential developments. Our scopes include structured cabling, access control, surveillance, intrusion detection, and enterprise security systems. We work directly with General Contractors and Developers on high-profile projects across South Florida.
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Position Overview
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We are seeking an experienced Billing & Collections Specialist to manage the full billing cycle from pay application assembly through collection, run the compliance pipeline, and be accountable for cash conversion on active and completed projects. The Specialist will work directly with GC accounting departments, resolve disputed billings independently, keep leadership informed of cash flow risk, and assist with cash flow projecting.
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The ideal candidate has experience in construction subcontractor billing and has managed lien waiver compliance across multiple concurrent projects. The Specialist should be able to operate independently, exercise sound judgment in ambiguous situations, and treat the company's receivables as if they were their own money.
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Core Responsibilities
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Billing & Pay Applications
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- Prepare and submit progress billings and contract-specific invoice formats across all active and completed projects
- Coordinate directly with Project Managers to validate percent complete, change order status, and schedule of values accuracy
- Manage billing schedules across multiple GCs with different draw dates, portal requirements, and documentation standards
- Review contract terms for billing requirements, retainage provisions, and payment conditions
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Collections & Cash Management
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- Run the accounts receivable aging weekly and prioritize collections activity
- Negotiate directly with GC project accountants to resolve billing disputes, short-pays, and rejected pay applications
- Escalate collection risk to leadership with clear context: what is owed, why it is held, what is needed to release it, and recommended action
- Track retainage balances and pursue release at substantial completion or per contract terms
- Assist with cash flow projecting based on outstanding receivables, expected collection timelines, and retainage schedules
- Maintain organized records of all collection activity, correspondence, and dispute resolution outcomes
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Lien Waiver & Compliance
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- Generate, track, and file Conditional and Unconditional Lien Waivers for progress and final payments
- Maintain current Certificates of Insurance (COIs) and manage compliance documentation across GC portals (Procore, Textura, GCPay, or equivalent)
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Customer Account Reconciliation & Reporting
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- Reconcile customer accounts monthly and ensure payments are correctly applied against outstanding invoices
- Prepare and deliver weekly AR aging summaries with narrative on significant balances, at-risk amounts, and expected collection dates
- Identify patterns in payment delays or documentation failures and recommend process improvements
- Support month-end and year-end close processes as they relate to receivables
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Required Qualifications
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- Experience: 8+ years of accounts receivable, billing, or collections experience, with a substantial portion in the Construction or Subcontractor industry
- Software: Proficient in QuickBooks Enterprise or comparable construction accounting software; advanced Microsoft Excel skills (pivot tables, VLOOKUP, conditional formatting, aging analysis)
- Collections Ability: Proven track record of reducing aged receivables and resolving billing disputes with GC accounting departments
- Communication: Professional, direct communication style; comfortable engaging with GC accounting teams, project managers, and company leadership
- Independence: Able to manage the billing and collections function with minimal supervision; proactive problem-solver
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Preferred Qualifications
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- Demonstrated proficiency with AIA G702/G703 pay application processes, schedule of values management, and change order billing
- Strong working knowledge of the Florida Construction Lien Law, including lien waiver types, notice requirements, and deadlines
- Direct experience with construction billing portals such as Procore, Textura, GCPay, or similar
- Experience with multi-entity billing environments (billing across related companies or subsidiaries)
- Familiarity with low-voltage, electrical, or mechanical subcontractor scopes
- Experience with WIP (Work in Progress) schedule preparation and revenue recognition support
- Knowledge of Florida sales tax as it applies to construction contracts
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Benefits
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- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- Paid time off
- Health savings account
- Flexible spending account
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