Project Billing & Contracts Specialist

  • Energy 1
  • Jackson Hole, Wyoming, USA
  • Jun 24, 2022
Full time Accounting Admin-Clerical

Job Description

Energy 1 LLC is hiring a Project Billing & Contracts Specialist to join our Jackson, WY team.

Energy 1 is a nationally recognized construction and design firm specializing in turnkey energy solutions for high-end residential and commercial clients, specifically mechanical, electrical, plumbing, and renewables. We deliver engineering, contracting, operations, maintenance, and management services — all geared toward the creation of sustainable energy systems designed to ensure comfort, harmonize with their environments, and optimize cost efficiency.

You will report to the Assistant Director of Finance & Administration and serve as a key member of the Administration Team.  Your key job responsibilities are the billing of revenue from multiple business lines, collection of past due invoices, and assuring proper contractual setup for company projects.  Specifically:

  • Work closely with Construction Manager to generate and send invoices for Wyoming Construction. Invoice types include progress billing, T&M and service billing, and AIA/SOV formats, as well as other special invoice formats as required by general contractors.
  • Verify that all invoices are accurately coded and posted according to proper accounting procedures.
  • Track and audit percent billed against contracts and change orders, and work with PMs to uncover discrepancies.
  • Assist with compiling change orders, provide administrative tracking for unapproved change orders, and ensure that approved change orders are added to contract scope and billed appropriately.
  • Serve as the primary administrative contact for projects, ensuring that all necessary project information is received and/or delivered to GCs/owners, track and follow up on needed items, and set up projects in the accounting and timekeeping system. This includes contract documents; subcontractor contracts, work orders, and POs; insurance certificates; and other project-related documentation.
  • Maintain the Active Projects File, keeping it organized and relevant. Our project “binders” are digital, so you will scan, organize, and add documents to files.
  • Track and manage subcontractor invoicing. Match subcontractor invoices against POs and work orders, monitor project payments, review subcontractor documentation, and recommend sub invoices for payment as Energy 1 is paid.  Will help issue and track subcontractor lien waivers.
  • Monitor AR Aging, regularly follow up with past due invoices, and send customer statements.
  • Serve as an integral part of the Administration Team by helping cover the front desk in the absence of the Admin Assistant, including answering phones, greeting office visitors and employees. May assist with other administrative duties as needed.

We are an energetic and collaborative office, and we value people who work hard, are fun to work with, and have a positive impact on those around them. If you thrive on making sure all your i’s are dotted and your t’s are crossed, love checklists and are super organized, this might be the job for you. We need a reliable team player with strong emotional intelligence and the ability to juggle multiple tasks and changing priorities without anything getting missed.  Excellent tracking and follow-up skills are required. Very strong attention to detail a must. Must be good with Excel and love numbers. Knowledge of construction and/or billing helpful. College degree preferred (not required); the degree doesn’t matter as long as you have the right skill set and have the right attitude. 

The schedule is Monday through Friday, 40 hours per week with occasional overtime. Hours vary between 7am-5pm – you will have some flexibility in setting your daily schedule.

To apply, send your resume to [email protected] and tell us in the email why you are a good fit for the job.

Energy 1 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.