Admin Assistant, Billing & Contracts

Title: Admin Assistant, Billing & Contracts

Type: Full Time, Exempt

Location: Falls Church, VA – Remote Flexibility

Reports to: Assistant Director, Billing & Contract

Muller is a full-service Site Work Contractor based in Northern Virginia. Our unique technology and systems-driven approach has led us to become a leading provider of sustainable civil construction services throughout Maryland, Virginia, and DC.

As a successful contracting business, the company leadership team continues to grow. The ideal candidate has a minimum of 3 years construction billing and contracts background, proficiency in Microsoft Office - Excel, Word, Outlook, Adobe, and has the ability to multi-task and meet deadlines in a high volume environment.

Disclaimer: The following description has been designed to indicate the general nature and essential responsibilities of work performed by employees within this classification. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required.

Responsibilities:

• Contract Prequalification
• Assist in contract review by entering new jobs for both Muller Inc. and DFM Development Services LLC while utilizing Salesforce, QuickBooks and BigTime software systems.
• Develop and maintain contract files in a manner that can be used to extract information for periodic reviews.
• Assist with billing duties such as:
• Reporting using Excel
• Provide Certificates of Insurance (COI's) to clients
• Other assigned admin duties
• Review outstanding daily job tickets and communicate effectively with Project Managers
• Accurately send out invoices to clients
• Ensure job information and unit prices match contract/signed agreement
• Creating invoices from Project Manager's invoice billing cover sheet and meticulously and efficiently entering it into QBs to create invoices.
• Check for special billing requirements, examples are; invoices need to be emailed to accounts payable only, invoice requires an AIA (G702 & G703), lien waiver required, invoices are to be submitted through a client portal.
• Update contract matrix daily
• Run a backlog report quarterly for Director of Finance
• Enter new jobs in Dominion Payroll system

Required Qualifications:

• Bachelor's Degree in relevant field is preferred
• Proficient experience with Microsoft Office Suite is required
• Excellent time management and organization skills in managing competing priorities and deadlines
• Preferred software experience: QuickBooks, Salesforce
• Minimum 3 years of construction billing and contracts background

Compensation:

• Health, Vision, and Dental Insurance plus additional voluntary plans
• Company phone, computer,
• Cost covered for all work-related travel
• Paid Holidays and Vacation
• 401K with company match
• Competitive Salary + Yearly Bonus

Muller Inc is an Equal Opportunity Employer and makes hiring decisions solely on the basis of merit