Billing Compliance Coordinator

Headquartered in Conyers, Georgia, Batchelor & Kimball takes pride in partnering with our clients to deliver excellent results from engineering and construction to operations and maintenance. We offer design/build and turnkey construction services, including teaming with selected subcontractors for electrical and general construction. If you are looking to grow your career and thrive in a team environment, then we invite you to apply for this position.

The Billing Compliance Coordinator role is designed to support the Construction Billing Team by coordinating and collecting the Certificates of Insurance (COIs), lien waivers, and other compliance documentation required for customer billing and pay applications. This role works alongside the billing process so required documents can be obtained, reviewed, and organized while billings are being prepared. The position helps prevent documentation delays, supports timely and complete billing submissions, and maintains clear records of outstanding requirements.

Job Responsibilities/Accountabilities:

• Review customer contracts, billing instructions, and project requirements to identify required COIs, lien waivers, and related supporting documentation.
• Coordinate with insurance providers, subcontractors, vendors, project teams, customers, and internal departments to obtain required documents.
• Prepare, request, collect, and track conditional and unconditional lien waivers as required for customer billing and pay applications.
• Collect and track Certificates of Insurance and supporting documentation for billing submissions.
• Verify that received documents are complete, accurate, current, and consistent with billing or contractual requirements; escalate exceptions for resolution.
• Maintain organized electronic records and tracking logs for documentation received, submitted, pending, expired, or requiring correction.
• Provide complete supporting documentation in time for inclusion with billings and pay applications.
• Monitor outstanding documentation and follow up proactively to prevent delayed/rejected billings.
• Respond to internal and external questions regarding the status of billing compliance documents.
• Identify recurring documentation issues and recommend practical process improvements that improve billing efficiency and visibility.
• Protect confidential project, customer, vendor, and insurance information and follow established document retention and internal control procedures.
• Conduct research and answer internal and external customer inquiries
• Rely on experience and judgment to manage daily tasks
• Attend cross-functional business initiative meetings as required
• Complete ad-hoc requests from management as needed
• Serve as backup to other areas within finance as identified

SUPERVISORY / BUDGETARY / EXTERNAL COMMUNICATION RESPONSIBILITY

• Must be able to effectively communicate with external general contractors, customers, and subcontractors to ensure job receivables and retainage is collected timely and accurately.

Knowledge, skill and ability requirements (minimum competencies required for job performance)

• Strong organizational and follow-up skills with the ability to manage multiple projects, document requests, and deadlines at the same time.
• High attention to detail and the ability to review documents for completeness, accuracy, dates, signatures, and project-specific requirements.
• Strong verbal, written, and interpersonal communication skills, including professional follow-up with internal and external contacts.
• Ability to work collaboratively with billing personnel while independently managing assigned documentation responsibilities.
• Ability to prioritize work in a fast-paced construction office environment and meet billing and closing deadlines with accuracy.
• Working knowledge of Microsoft Excel, Word, Outlook, and electronic document management or tracking systems; ability to use technology to streamline processes.
• Exceptional customer service skills and a demonstrated ability to be a dependable team player.
• Ability to learn construction billing terminology, lien waiver requirements, insurance documentation, customer portals, and company procedures.

Prior work experience and educational requirements

• High School Diploma or GED is required.
• Two or more years of experience in construction billing support, accounts receivable, project coordination, contract administration, insurance documentation, or a comparable role is preferred.
• Construction or Mechanical Service industry is highly preferred.
• Authorized as a Notary Public is helpful, but not required