Invoice Specialist

Who are we?

Patriot Construction Management delivers comprehensive program and construction management services for facilities and government projects nationwide. With a skilled team and deep industry expertise, we offer tailored procurement solutions — including Design-Build, Firm Fixed Price, Time and Material, and more. Our core services include project construction management and heavy civil construction, ensuring quality, efficiency, and compliance at every phase.

JOB SUMMARY
The INVOICE SPECIALIST manages assigned contractor billing and invoicing within the FRMS (Facility Repair & Maintenance Services) program, from receiving and reviewing contractor bills in PCMS through invoice submission in iSupplier and payment tracking. The role works closely with Customer Service Specialists, Project Managers, Accounting, and contractors to resolve discrepancies and obtain missing documentation. The Invoice Specialist is expected to independently manage an assigned workload, meet established productivity expectations, and escalate issues when necessary.

JOB DUTIES AND RESPONSIBILITIES:

1. CONTRACTOR BILL PROCESSING & DOCUMENTATION: Monitor completed work orders to identify outstanding contractor bills and required documentation. Proactively communicate with contractors to obtain missing billing information. Review each bill against the WO packet/sign-off sheet, photos, and receipts (as required) and verify that it aligns with the completed scope and the approved Not-to-Exceed (NTE) amount. Identify discrepancies, NTE overages, or missing requirements and follow up until the necessary information is received or the issue is appropriately escalated. Accurately enter and code bills to the correct WO Line Items, cost centers, and chart of accounts, and upload supporting documentation in PCMS.
2. INVOICE CREATION & SUBMISSION: Review cases and associated work orders to identify completed work ready for invoicing. Verify billing information, costs, work order documentation, and required supporting records for accuracy and completeness. Create invoices within PCMS using approved billing information and submit completed invoices through iSupplier in accordance with established procedures. Confirm successful submission and ensure invoice records and submission dates are accurately reflected within PCMS.
3. INVOICE MONITORING & PAYMENT TRACKING: Monitor submitted invoices through iSupplier to identify acceptance, rejection, cancellation, payment status, and other required actions. Maintain accurate invoice statuses and expected payment dates within PCMS. Review rejected or returned invoices, identify necessary corrections, and coordinate timely resolution and resubmission when appropriate. Escalate outstanding issues that may delay invoice processing or payment. Prepare reports on bill/invoice status and contractor payment tracking as requested.
4. ACCOUNTING COORDINATION & RECONCILIATION: Work closely with Accounting to resolve invoice discrepancies, cost adjustments, holds, processing errors, and required corrections after invoice creation or submission. Coordinate requests to reopen invoices, correct billing information, update processing or submission dates, and release invoices when outstanding requirements have been satisfied. Follow up to ensure corrections are completed accurately and reflected within the appropriate systems.
5. WORKLOAD MANAGEMENT & PRODUCTIVITY: Independently manage assigned invoicing responsibilities to meet established daily, weekly, and monthly productivity expectations. Prioritize work based on operational needs, invoicing deadlines, and outstanding requirements. Maintain consistent accuracy, organization, and efficiency while completing assigned tasks. Proactively identify and communicate barriers that may impact productivity, turnaround times, or invoice submission. Demonstrate accountability for assigned responsibilities and follow established review and approval procedures.
6. CONTRACTOR COMMUNICATION & TEAM COLLABORATION: Maintain professional and timely communication with contractors regarding outstanding bills, documentation requirements, invoice statuses, and payment-related inquiries. Collaborate with Customer Service Specialists, Project Managers, Accounting, and other department team members to resolve issues preventing timely invoicing. Provide updates on outstanding requirements, discrepancies, corrections, and other matters impacting invoice processing. Escalate complex contractor billing issues or disputes to the Customer Excellence Manager.
7. WORK ORDER & OPERATIONAL SUPPORT: Assist with incoming calls, technician check-ins and check-outs, work order updates, and Not-to-Exceed (NTE) requests as operational needs require. Ensure applicable information is accurately documented within PCMS and communicated to the appropriate team members. Support additional departmental workstreams and operational responsibilities based on workload and business needs.
8. RECORD KEEPING, COMPLIANCE & PROCESS IMPROVEMENT: Maintain accurate and organized billing records, invoice documentation, WO packets/sign-off sheets, photos, receipts, and submission records in the electronic document management system, in accordance with company and client requirements. Follow applicable billing procedures, documentation standards, document retention policies, and approval processes, and assist in preparing records for internal audits as directed. Identify opportunities to improve invoicing accuracy, reduce processing delays, minimize rework, and increase overall department efficiency.
9. PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED.

EQUIPMENT OPERATED:
PCMS, iSupplier, Microsoft Excel and Outlook, and electronic document management systems (Adobe or Foxit).
General office equipment (fax machine, copier, desk phone, scanner)

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of accounts payable and invoicing processes, including contractor bill review, Work Order (WO) Line-Item coding, invoice creation, reconciliation, and payment tracking.
• Knowledge of reconciliation concepts, including matching contractor bills and invoices to WO packets/sign-off sheets, photos, and receipts, and recognizing discrepancies and NTE overages.
• Knowledge of document retention practices and compliance requirements for financial recordkeeping.
• Knowledge of general accounting principles, business ethics, and financial confidentiality practices.
• Ability to independently manage assigned responsibilities, prioritize competing tasks, and consistently meet established deadlines and productivity expectations.
• Ability to follow established procedures and maintain accuracy throughout the invoicing process.
• Ability to proactively identify issues, communicate barriers, coordinate solutions with appropriate team members, and escalate when necessary.
• Ability to learn and effectively navigate PCMS, iSupplier, and other required business applications.
• Ability to accept feedback, adapt to process changes, and demonstrate continuous improvement.
• Ability to maintain confidentiality and handle sensitive financial and contractor information appropriately.
• Ability to demonstrate accountability, initiative, and ownership of assigned responsibilities.
• Skilled in identifying billing discrepancies, missing documentation, and inaccurate information through strong attention to detail.
• Skilled in organization and time management, including tracking multiple invoices, work orders, and outstanding requirements at the same time.
• Skilled in accurate data entry into PCMS and iSupplier.
• Skilled in Microsoft Excel, Outlook, and electronic document management systems (Adobe or Foxit).
• Skilled in written and verbal communication with contractors, internal departments, and management.

Requirements

MINIMUM QUALIFICATIONS:
High School diploma or equivalent
Minimum of (1) + year experience in customer service, dispatch, administrative support, or construction/facilities support, or an equivalent combination of education and experience.

PREFERRED QUALIFICATIONS: 
Associate or Bachelor’s Degree in Accounting, Finance, or related field. 
Exposure to construction, facilities maintenance, or work order-based billing environments is a plus

SPECIAL QUALIFICATIONS: 

Must pass a criminal background check
Must be AGILE. The ability to hold yourself and others Accountable, have a personal Growth mindset, ability to act with Integrity, ability to demonstrate Leadership attributes to motivate and support coworkers, and practice Everyday Improvement.

WORK CONDITIONS:
Works in a heated and cooled office environment.
Prolonged periods of sitting at a desk and working on a computer. 

The above describes the general content and requirements for this job. It is not intended to be an all- inclusive list of duties, responsibilities, or requirements.