AIA Billing Specialist & Division Coordinator - Landscape Construction

AIA Billing Specialist & Division Coordinator – Landscape Construction

Location: American Fork, Utah
Job Type: Full-Time

About MD Property Services

MD Property Services is one of Utah’s leading landscape contractors, providing commercial and residential landscape installation, maintenance, irrigation, enhancements, and snow removal services. We are committed to delivering exceptional workmanship, building strong relationships, and creating opportunities for our employees to grow and succeed.

We are looking for a highly organized and detail-oriented Division Coordinator & AIA Billing Specialist to support our Landscape Construction Division. This role plays a critical part in keeping projects organized, billing accurate, and information flowing between the field, project managers, customers, and accounting team.

Position Summary

The Division Coordinator & AIA Billing Specialist is responsible for project billing, contract administration, project financial coordination, and administrative support for the Landscape Construction Division. This position works closely with project managers and operations leaders to ensure projects are billed accurately and on time, costs are tracked properly, project documentation is maintained, and administrative processes run smoothly.

The ideal candidate is highly organized, comfortable managing multiple priorities, proactive in following up on outstanding items, and capable of working effectively with both office and field personnel.

Key ResponsibilitiesAIA Billing & Contract Administration

· Prepare, submit, and track AIA pay applications and progress billings.

· Review contracts for billing requirements, schedule of values (SOV), retention terms, and billing schedules.

· Prepare and submit customer invoices according to contract requirements and billing deadlines.

· Track retention balances and billing status throughout the life of each project.

· Manage billing through customer and contractor portals, including Procore, RedTeam, Buildertrend, Edge, and similar platforms.

· Reconcile contractor portal billing records with Aspire billing records.

· Prepare, collect, and track lien waivers and other required billing documentation.

· Ensure all billing is accurate, complete, and submitted on time.

· Monitor upcoming billing opportunities and deadlines at least two weeks in advance.

· Assist with final billing and project closeout documentation.

Project Billing & Accounts Receivable

· Monitor accounts receivable and assist with collection efforts as needed.

· Follow up on unpaid invoices and resolve billing discrepancies.

· Ensure change orders are documented, approved, and billed properly.

· Maintain complete supporting documentation for invoices and pay applications.

· Help ensure projects are positioned for timely payment by maintaining compliance with customer billing requirements.

Project Financial Coordination

· Review project costs, including labor, materials, subcontractors, and equipment.

· Monitor job cost information and identify potential budget concerns.

· Assist project managers with financial visibility and reporting.

· Help track project gross margins and communicate concerns to management.

· Review contracts and change orders to ensure projects are set up correctly for billing and reporting.

· Support project forecasting and profitability tracking efforts.

Division Coordination & Administrative Support

· Review and oversee employee time acceptance for accuracy and compliance.

· Process and manage purchase receipts within Aspire.

· Manage Ramp purchases and ensure receipts and purchase orders are properly documented.

· Coordinate work ticket management and administrative workflows.

· Submit and track Blue Stakes (811) requests and ensure utility locates are completed before work begins.

· Manage warranty reporting and follow-up activities.

· Follow up on open issues to help keep projects moving forward.

· Support communication and coordination between office staff, field teams, project managers, and customers.

Project Documentation & Systems Management

· Maintain organized project files, including contracts, change orders, invoices, permits, and supporting documents.

· Ensure required project documentation remains current and complete.

· Prepare and track project closeout documentation.

· Set up and train crew leaders and new hires on Aspire Mobile.

· Maintain accurate project information within Aspire.

· Identify opportunities to improve processes, communication, and workflow efficiency.

Requirements

· 2+ years of experience in project coordination, construction administration, billing, accounting, or a related role.

· Strong organizational skills and attention to detail.

· Ability to manage multiple priorities and deadlines.

· Strong communication and follow-up skills.

· Proficiency with Microsoft Office, including Excel.

· Ability to work effectively with both office and field personnel.

· Strong problem-solving skills and a proactive approach to work.

Preferred Qualifications

· Experience with AIA billing and pay applications.

· Experience in construction, landscape construction, or a related industry.

· Experience with Aspire or similar construction management software.

· Experience with Procore, RedTeam, Buildertrend, Edge, or similar contractor portals.

· Familiarity with job costing, retention billing, change orders, and lien waivers.

· Bilingual English/Spanish.

Benefits

· Competitive compensation

· Health, dental, and vision insurance

· 401(k) with company match

· Paid time off and holidays

· Training and professional development opportunities

· Opportunities for advancement within a growing company

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person