Admin Assistant, Billing & Contracts

Title: Admin Assistant, Billing & Contracts

Type: Full Time, Exempt

Location: Reston, VA - hybrid 

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.

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:

• Billing and Invoicing: 
  • Prepare invoices by accurately entering data from Project Managers' invoice billing cover sheets into QuickBooks. 
  • Verify that job information and unit prices align with contracts or signed agreements. 
  • Review and address special billing requirements, such as: Emailing invoices to specific contacts (e.g., accounts payable). 
  • Preparing AIA forms (G702 & G703) or lien waivers. 
  • Submitting invoices through client portals as required. 
  • Ensure timely and accurate distribution of invoices to clients. 
  • Maintain and update the contract matrix on a daily basis. 
  • Monitor outstanding job tickets and collaborate effectively with Project Managers. 
  • Generate and submit quarterly backlog reports to the Director of Finance. 
• Contract and Administrative Support:
  • Assist with contract review and entry for both Muller, Inc. and DFM Development Services, LLC, using Salesforce, QuickBooks, and BigTime software.
  • Enter new job information into the Dominion Payroll system.
  • Develop and maintain organized contract files to facilitate periodic reviews.
  • Provide Certificates of Insurance (COIs) to clients upon request.
  •  Manage contract prequalification processes and enroll in CCIP & OCIP programs as needed.
  • Monitor and respond to inquiries from shared inboxes.
• Reporting and Other Responsibilities:
  • Generate and analyze reports using Excel for internal and client purposes.
  • Support DFM's monthly billing process, including preparing reports, communicating with DFM Directors, and managing lien waivers.
  • Handle the distribution and mailing of invoices to clients, including follow-ups via email.
  • Perform additional administrative tasks as assigned.

Required Qualifications:

• Proficient experience with Microsoft Office Suite is required
• Excellent time management and organization skills in managing competing priorities and deadlines
• At least 3+ years of billing experience
• Proficient experience in QuickBooks or other accounting software
• Able to handle fast-paced work environment.
• Experience with high volume invoicing

Compensation:

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

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