About this position
Job Title: AIA Billing
Company: Newark Fire Sprinkler Corp
Location: Newark, NJ
Job Type: Full Time
About Us:
For over 30 years, Newark Fire Sprinkler Corp. has protected lives and property with top-tier fire sprinkler system design, installation, and service. What sets us apart is our people-first culture – built on trust, teamwork and collaboration. We’re a close-knit, hardworking team that values growth, knowledge-sharing, and doing things the right way.
Position Summary:
The AIA Billing Specialist is responsible for preparing, submitting, and managing monthly AIA-style payment applications for construction projects. This role ensures accurate and timely invoicing using G702/G703 forms, tracks contract values and change orders, and coordinates with project managers and clients to secure payment.
Key Responsibilities:
· Prepare monthly progress billings for fire sprinkler installation projects using AIA G702 and G703 form
· Review contracts, change orders, and schedules of values to ensure proper billing allocation
· Coordinate with project managers to verify percentage of completion and project milestone
· Monitor retainage, lien releases, and required compliance documents (e.g., insurance, certified payroll if applicable)
· Communicate with general contractors regarding billing issues, approvals, and payment schedule
· Track and follow up on outstanding accounts receivable
· Maintain accurate documentation for all billings, change orders, and supporting backup
· Assist with monthly close processes and support year-end financial reporting
· Ensure all billing practices follow industry standards and project-specific requirements
What We Offer:
- Pay: Competitive pay and benefits package
- Medical Benefits: Health, dental, and vision insurance
- Top-Tier Benefits: 401(k) with company match
- Generous PTO: Paid time off and holidays
- Professional Growth: Opportunities for advancement and training
Qualifications
- Proficient in Microsoft Excel and construction billing/accounting systems (e.g., Sage 300, Foundation, Viewpoint, QuickBooks for Contractors)
- Highly organized, with the ability to manage multiple projects and deadlines
- Strong attention to detail and accuracy in financial reporting
- Excellent communication skills to interface with internal teams and external clients
- Understanding of retainage, lien waivers, and compliance documents relevant to fire protection work
Preferred Qualifications
- Familiarity with fire sprinkler systems, NFPA standards, or related construction terminology
- Experience with certified payroll and prevailing wage contracts (a plus)
- Knowledge of subcontractor/vendor billing processes