AIA Billing Analyst at Newark Fire Sprinkler Corp – Newark, New Jersey

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