Receptionist / Billing Associate

At ACI we build our company and our culture not by counting people, but by making our people count!

Atlantic Constructors is seeking dynamic, motivated, career minded individuals to join our expanding team! Atlantic Constructors has been recognized as an industry leader in the Mid-Atlantic Region for over 50 years.

Benefits:

• $0.00 COST FOR MEDICAL, DENTAL, SHORT TERM DISABILITY & LIFE INSURANCE (EMPLOYEE ONLY) COVERAGE!
• Dental Insurance Plan
• Vision Insurance Plan
• 401(K) Retirement Plan with Generous Company Matching
• Health Savings Plan with Generous Company Matching
• Wellness Programs

Atlantic Constructors offers competitive benefits, for more information check out our comprehensive list on our website. ACIBuilds.com

Summary/Objective:

Creator of first impressions - responsible for answering multiline phone, responding to inquiries and providing information about the Company's business and related activities to the general public, customers, visitors, and other interested parties. Supports various internal departments by performing the required administrative tasks. Also helping out with the billing department for Service when times are slow at the front desk

Essential Functions:

• Answers, screens, or forwards calls, takes messages and/or schedules appointments
• Provides gate access to shop-yard visitors
• Greets, announces, and directs visitors
• Updates and distributes company phone listing
• Orders supplies and furniture, maintains company supply room
• Prepares and mails monthly employee birthday postcards
• Distributes incoming mail and applies postage to outgoing mail (UPS & FedEx)
• Performs administrative support tasks for various internal departments as required, to include but not limited to, data entry, filing, spreadsheet maintenance and mailings
• Prints and scans e-mailed invoices using Bluebeam software
• Schedules conference rooms
• Organizes and orders food for company luncheons/meetings as needed
• Responsible for cleanliness of lobby, main conference room, and main breakroom area
• Prepare and submit progress billings (AIA format and others) based on construction contract terms and project schedules.
• Collaborate with project managers, estimators, and contract administrators to ensure accurate billing data.
• Maintain and track billing schedules, lien waivers, and change orders.
• Review contract documents to ensure billing complies with the terms, including retainage and milestone billing.
• Resolve billing discrepancies or issues with clients in a timely and professional manner.
• Process and maintain supporting documentation for audits and internal controls.
• Communicate with subcontractors/vendors to ensure all necessary documentation (e.g., lien releases, insurance certificates) is collected before billing.
• Track and follow up on outstanding accounts receivable and coordinate collections, when needed.
• Assist with month-end closing activities related to revenue recognition and reporting.
• Continuously maintain organized, detailed, and up-to-date billing records in the accounting system.
• Conduct routine data entry management for accounting records, including billing and accounts receivable.
• Distribute accounting reports as directed.
• Crosstrain in critical AR department processes.
• Performs other related duties and clerical tasks as assigned.

Supervisory Responsibility: No

Required:

• High school diploma or GED
• Prior experience as a front desk receptionist or equivalent combination of training and experience in a fast-paced work environment
• Bilingual English/Spanish preferred but not required
• Prior billing experience preferred but can train the right candidate 
• Knowledge of general accounting procedures (invoice, routing, coding and scanning)
• Knowledge of administrative and clerical procedures
• Knowledge of computers and relevant software applications
• Must possess excellent customer service skills
• Excellent written and verbal communication skills
• Must be proficient in MS Office
• Must be able to multi-task, work with minimal supervision, follow written and oral instructions, show attention to detail and demonstrate problem-solving skills
• Must be able to pass post-offer pre-employment drug screen, and may be required to satisfactorily complete additional background checks as required (i.e. DMV, criminal history)
• Must adhere to all company policy and procedures
• Must be available to work assigned schedules

The work environment and physical demands required would be representative of those that must be met by an employee to successfully perform the essential functions of this job, and may include, but are not limited to the following:

Work Environment:

• Works in a professional office environment and routinely uses standard office equipment
• Position may require visits to construction site

Physical Demands:

• This role routinely uses standard office equipment such as computers, phones, photocopier, filing cabinets and fax machines

Travel:

• This position does not require any travel, but it would be a full-time, front desk position

Preferred:

• Experience using a multiline phone
• Experience working with Bluebeam
• Process/posts invoice batches
• Prior military experience a plus