Billing Associate - AIA Billing POST NUMBER: 451243
Location: Toms River, NJ – Onsite
Employment Type: Full-time
Overview:
We are seeking a detail-oriented Billing Associate to join our accounting team and take ownership of all aspects of customer billing and payment processing. This role is essential in maintaining accurate invoicing and ensuring timely collections. Ideal candidates will bring strong communication skills, a customer-focused mindset, and the ability to thrive in a dynamic, deadline-driven environment. Depending on experience, this role may include oversight of junior billing staff.
Key Responsibilities:
- Generate and process customer invoices for various billing types, including recurring contracts, time & material work, and AIA progress billing
- Record and apply incoming customer payments accurately within the accounting system
- Follow up on outstanding receivables through email and phone outreach to ensure timely collections
- Monitor and request retainage releases at appropriate project milestones
- Assist with or lead supervision of 1–2 team members in billing, based on prior leadership experience
- Support other administrative and accounting activities as needed
- Proven ability to provide professional, responsive customer service via email and phone
- Strong communication skills with attention to clarity and professionalism
- At least 2 years of experience in billing, accounts receivable, or general bookkeeping
- Associate degree or higher in Accounting or a related field is a plus
- Proficiency with QuickBooks (or similar accounting software) and Microsoft Office suite (Excel, Outlook, Word)
- Organized, proactive, and capable of juggling multiple priorities with shifting deadlines
- Comfortable working independently while also collaborating with a team
- Experience in Construction, Landscaping, or similar industries is beneficial but not required
- Strong sense of accountability, initiative, and a positive team attitude
We offer a collaborative work environment, opportunities for growth, and the chance to make a meaningful impact on operations. Your attention to detail and drive for accuracy will play a vital role in our continued success.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.